Destination, Property & Venue Sourcing
- RFP management for hotel, venues & third-party vendors
- Site survey of properties
- Procurement of third-party vendors including DMC, production/AV company, photographer, printing company, etc.
- Contract negotiation
Evening Event Development, Selection & Coordination
- Venue selection & contracting, food & beverage, AV, transportation, billing
- Theme, décor, music, lighting & entertainment suggestions
- Development, coordination & execution of team building activities
Web Registration
- Event website build & management
- Communication Campaign (teasers, reminders, confirmations)
- Web registration management (monitor responses, generate reports, manage database)
- Event app creation, development & operation
Food & Beverage Management
- Food & beverage selection and menu planning
- Banquet Event Order review
- Management of attendee special dietary requirements
- Confirmation of attendee guarantees
Rooming List & Group Housing
- Room and suite assignments, special requirements, cancellations/changes
- VIP suite assignments
- Room block and attrition monitoring and management
- Review of daily pick up reports on site
Ground Transportation Logistics
- Flight status monitoring
- Airport transportation (including arrivals and departures)
- VIP ground transportation
- Off-site venue, recreation or dinner transportation as needed
- Personalized departure notices for attendees
On-Site Coordination and Support
- Meeting room assignments, coordination of load in/out times, room setups and AV requirements
- Management of all production and AV needs for duration of program
- Tracking of all packages, logging shipments, return shipments, international import/export
- Registration and Hospitality desk, distribution of name tags, welcome brochures and program information
- Concierge services for all attendees
- VIP administrative support & amenities
Budget Development & Management
- Detailed budget and cost analysis preparation
- Maintenance of budget during planning process
- Management of all third-party invoices into one custom final invoice
- Final hotel bill review
Incentive Program Recreation & Gifts
- Recreation activity suggestion and selection
- Coordination and management of attendee recreation selections
- Coordination of gift selections based on program budget
- Purchasing of all gifts and shipment to program location
- Coordination of nightly gift room drop with hotel