venue sourcing

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