- Meet with clients to determine strategy & scope
Site Selection |
- Prepare facility specs
- Evaluate locations
- Check hotel rates & availability
- Prepare cost estimate and budget
- Coordinate site inspection
- Prepare agreement
|
|
- Negotiate rates including: guest rooms, meeting rooms, food & beverage
- Prepare contracts
Destination Management |
- Research qualified vendors (DMC)
- Negotiate, select DMC, prepare contracts & purchase orders
- Maintain effective communication between client and DMC partner
- Coordinate arrivals & departures information and facilitate changes
- Design customized activity programs, manage logistics prior to program & on-site
|
|
- Initiate on-line registration website, invitations, meeting information
- Itemized budget projections for food, activities, transportation, audio/visual, amenities, hotel accommodations, miscellaneous
- Design & print Program of Events
- Develop creative elements to include: theme, logo, special handouts or invitations
- Detail schedule of participant mailings
- Research amenity options
|
- Coordinate arrivals & departures
- Manage guestroom inventory
- Oversee agenda, group movements, meeting flow
- Assist VIPs & speakers
- Coordinate with audio/visual vendors
- Handle meeting materials & meeting rooms sets
- Arrange attendee registration & assistance desk
- Orchestrate special events and dine-around restaurants
- Facilitate special activities
- Manage on-site staff
|
- Reconcile all supplier bills
- Document all charges
- Ensure accurate hotel room inventory, charges, usage
- Reconcile air transportation ticketing costs
- Prepare final billing, which includes a recap of all program charges with supporting documentation
|
