Destination & Venue Sourcing
- RFP management for hotel & venues
- Site evaluations of properties
- Venue negotiation and contract preparation
Web Registration
- Event website build & management
- Communication Plan
- Web registration management (monitor responses, generate reports, call center)
- Event app development & management
- Post communication surveys/Thank you letters
Live & Virtual Event Design, Creation & Management
- Sourcing vendor partners such as DMC, Production, Ground, etc.
- Creative strategy & theme development
- Décor, & entertainment
- Development, coordination & execution of team building activities
- Food & beverage selection and menu creation
- Management of attendee dietary requirements
- Confirmation of attendee guarantees
- Budget management
- Vendor management, permits and insurance
Rooming List & Group Housing
- Manage room block and attrition
- Room and suite assignments, special requirements, cancellations/changes
- Billing coding
- VIP suite assignments
- Daily on site review of pick up reports and no shows
Air and Ground Transportation Logistics
- Booking of attendee flights
- Flight status monitoring
- Airport transportation (including arrivals and departures)
- VIP meet and greet
- Airport Greeters
- Off-site activity or dinner transportation
- Personalized departure notices
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 packets and program information
- Concierge services for all attendees
- VIP administrative support & amenities
Budget Development & Management
- Create an estimated budget and final budget
- Maintain budget throughout the event
- Management of all vendor invoices
- Maintain payment timeline
- Final bill review of all vendors and venues
Incentive Gifts
- Creative proposal of gift ideas based on budget
- Purchasing of all gifts and shipment to on site
- Coordination of all gift distribution on site
- Return shipping of gifts if needed