Initial Consultation: We will meet with you to determine your needs, your budget parameters and the internal resources you may have to help us offset costs.
Establishing Goals & Objectives: Every event should have a solid foundation and should meet and/or address specific goals and objectives. We will meet with you to make sure we understand those goals and that, together, we are establishing the objectives to accomplish those goals.
Feasibility Studies: Once we know what you want to accomplish and what your budget parameters are, we will research the marketplace where and how we can accomplish your goals within your budget and planning parameters.
Site Research/Selection: Once the marketplace has been narrowed down, we research, visit and select a site to meet your needs.
Program Development: Let us assist you with determining the best agenda format and components to meet the needs of your meeting or event.
Budgeting: We will assist you with putting together a realistic, line item budget that will meet your financial needs.
Contract Negotiation: We use our extensive negotiation skills to make sure you receive the best possible value on sleeping rooms, meeting space, food and beverage, ground transportation, audio-visual, speakers, tours, special events and more.
Transportation: We can arrange for our air travel partner to assist with travel discounts, reservations and ticketing. Ground transportation and/or car rental arrangements can be made as desired.
Promotions: We can assist you with a theme, logo, marketing plan, graphic design, copy writing, printing, promotional items and more.
Mailings: In addition to handling the design, printing and ordering of your collateral and promotional materials, we can look after the mailing of event notices, registration packets, programs and other information as desired. We'll send out confirmation letters and participant information.
Registration Services/Website: We receive all responses and process the information into a database that will provide a variety of reports, lists and merges. In addition, we can set up and maintain a website with downloadable forms or even on-line registration functions.
Hotel Arrangements: Whether you need one hotel or a block of hotels, we will manage those relationships from contract to post-event follow-up.
Optional Activities: We can handle all of the arrangements for unique theme parties, team building activities, entertainment, golf/tennis tournaments, tours, spouse and family programs and more.
Menu Selection: We'll work with you to establish the needs of the group and then work with the chosen facilities to create menus designed especially for your group.
Meeting/Event Supplies: We can handle gifts, awards, signage, displays and more. Just ask!
Meeting Specifications: Our forms allow us to capture every detail needed to make your event a success and to communicate those details to all suppliers so that everyone is working in concert to produce your event.
On-Site Management: Our registration staff will meet you and your attendees upon arrival and provide welcome kits, programs and other materials as necessary. We will also manage all other program aspects including meeting rooms, food and beverage activities, audio-visual, transportation and more. Our staff members are highly trained and communicate with each other, contractors and staff as needed via two-way radios to ensure that we respond in a timely manner to your every need.
Account Reconciliation: We review all invoices to make sure that they are correct prior to payment and reconcile the charges to your budget.
Evaluation Process: We can design, print and mail each attendee a post meeting survey to meet your needs and review the event. Responses are received and compiled into a report to assist with planning for future events.
We can assist you with setting up your own in-house planning department; create review and/or update your policies and procedures; guide you to resources; and more.