PLANNING AND COORDINATION

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Pre-Planning and Post Trip

  • Review of Specifications
  • Site Suggestions
  • Coordinate Site Inspection Trips
  • Availability
  • Budget Preparation
  • Contract Negotiations with value-added options
  • Itinerary extensions and deviations coordinated
  • Alternate hotels and excursion arrangements

Materials

  • Invitations or congratulations letter
  • Recreation form
  • Registration and Flight information form
  • Brochures
  • Agendas
  • Name Badges
  • Welcome packets
  • Custom material designed upon request

On Site Staff

  • Set up staff office
  • Unpacking of materials
  • Coordination of packets
  • Registration and recreation confirmation
  • Welcome VIPs
  • Check all suites
  • Check all meeting set ups and Food and Beverage function set ups
  • Monitor guarantees and confirm menus
  • Cross check rooming list with guest arrivals
  • Set up all room deliveries and crosscheck with arrival list
  • Handle all administrative duties and tasks as needed by client
  • Work with ground handler in assuring all luggage is delivered
  • Re-Confirm all arrangements with Convention Services
  • Advance all functions