Professional Services.

Areas Of Speciality

Meeting & Guest Room Management

  • Housing your event delegates and securing their meeting space is important.

  • Coordinate to secure a room block and meeting space plan that matches your needs and your budget.

  • Present room and space block requirements with a chosen facilities sales department to develop a contract that is both flexible and cost sensitive.

  • Negotiate any required amendments to the contract, (e.g. additional meeting space and/guest rooms).

  • Confirm the venues management team fully understands the client's program requirements and specifications.

  • Reviewing and updating the contracted requirements as per scheduled room and space block review dates. 

  • Ongoing communication with selection session hotel sites as necessary to communicate any client specifications. 

  • Provide an updated detailed report of the client's history

  • Create, distribute and post the event schedule as approved by the client. 

Site Selection & Venue Management

  • Selecting the right venue is a critical component to the overall success of your event. 

  • We engage in a comprehensive consultation process to determine a range of sites, which offer the best fit. 

  • We prepare a report of qualified session sites with recommendations.

  • Upon selection of a preferred site, we manage and organize the arrangements with the venue to final contract. 

Contract Negotiation Services

  • Professional assessment of event requirements for facilities, suppliers and other 3rd party vendors.

  • Provisioning for guaranteed price quotations.

  • Negotiation of client specific agreement limitations and terms.

  • Coordination of guest room blocks and meeting room requirements to allow for greatest affordability and venue flexibility.

  • Creation and management of event timeline.

Web Based Registration & Information System Services

Using a variety of web based tools and applications including:

  • Customized event registration websites.

  • Real time client access to secure online attendee registration, management system including attendee lists, reports and statistics.

  • Creation and distribution of meeting program and special updates/announcements.

  • Electronic communication services to all.

  • Attendee information website and applications. 

  • Name badge printing/QR codes.

  • VISA letters generation for international participants.

  • Registration of event with government agencies.

Financial Management

Dedicated personal service and proven ability organize events and budgets translates into a seamless financial experience:

  • Budget preparation and control.

  • PCI compliance credit card processing.

  • Customized invoicing and receipts. 

  • Customized financial reporting.

Food & Beverage Planning

Creating a memorable event, we offer the following services for food and beverage planning:

  • Inclusion of all food and beverage pricing specified in the event contract.

  • Oversee event logistics on-site and confirm final attendance and costs.

  • Selection and order food and beverage based on anticipated attendance/consumption and budgetary constraints. 

  • Review event orders and confirm final guarantees to the venue by specified deadline dates.

  • Monitor food and beverage consumption on-site; make additions, substitutions, or deletions as necessary.

Logistics Management

  • Manage all of the logistic management services from start to finish.

  • Strategic planning and event scheduling. 

  • Hotel accommodations including room blocks and secure online booking sites.

  • Venue management/site selection.

  • Negotiation and coordination with 3rd party vendors.

  • Audio visual service coordination/wireless network coordination.

  • VIP services/transportation arrangements.

  • Contingency plan and security arrangements.

  • Speaker selection and management.

  • Develop sponsor opportunities.

  • Coordination and implementation of exhibit services.

  • Volunteer management/online surveys.

  • Event reports/evaluations.

  • Publicize events with signs, flyers, event website updates and client approved social media campaigns.