Onsite Management

We know how to make people feel good! So they remember the experience and they remember how important they were made to feel.

The skills and experience our team brings to an onsite event – all that happens in the background – creates that atmosphere, that feel good factor, which is the clients' takeaway. With the pre-event planning, the attention to detail, and the onsite implementation, we leave nothing to chance. 

Now, there may be an unforeseen circumstance which disturbs the smooth sailing. And, in this (unlikely) instance, we have found that our ability to solve a problem is often as memorable as if nothing at all goes awry. Our clients remember that we responded positively and honestly, and offered our absolute best at all times. Their clients remember the same thing.

We often hear from our attendees – “You are everywhere” – which is just where we aim to be!

Program Manager

• Main on-site contact for client, hotels and all vendors
• Coordinate all client/staff/supplier meetings (including Pre and Post)
• Coordinate work schedules and responsibilities of all staff members

 

Experienced Staff of Meeting Managers

• Uniformed
• Experienced and trained
• Friendly and helpful
• Dedicated to do what ever it takes
• Communicate via walkie-talkie
   

Accounting Process

• Establish procedures for Credit Office
• Establish process for monitoring master billing accounts
• Establish process for nightly room balance
• Process for cash allowance distribution if applicable
• Reconciliation of all accounts on-site

 

Food and Beverage

• Confirm all menus
• Review and finalize all set-up details
• Oversee set ups
• Check room sets (table and chair counts)
• Review food and utensil placement
• Establish procedures for special diets
• Monitor guarantees
• Establish alternate locations for inclement weather
• Monitor all food and beverage functions
• Meet with and manage banquet staffing
• Inventory menu with banquet manager
• Check back-up with banquet manager
• Review timing with banquet manager
• Check bar setups
• Inventory liquor both pre and post event
• Monitor food replenishment
• Closing of food lines/bars when appropriate
• Sign liquor counts
• Review banquet check
   

Housing/Rooming Lists

• Proof and up-date master rooming lists daily
• Establish process for monitoring room block
• Review all VIP lists and room arrangements
• Follow up on all “no shows”
• Update with changes
• Provide daily pax count and room count verification
• Assists attendees with any room problems/issues
• Prepare final copy of rooming list and attendee list for Program Manager
• Review hotel rooms billing
   

Ground Transportation

• Meeting with transportation company
• Review arrivals manifest
• Confirm equipment use
• Confirm uniformed meet and greet staff times, locations & signage
• Advance/spot equipment 15 – 30 minutes prior
• Assist with loading and unloading of pax
• Provide departure coordinator for dispatch
   

Baggage Service

• Review all arrivals and departures
• Coordinate arrivals with Bell staff
• Assist with or follow up on delayed and lost luggage
   

Shipping and Receiving

• Establish a storage space
• Coordinate shipping manifest
• Establish delivery procedures
• Inventory all shipments
• Track missing shipments
• Coordinate return shipments
• Provide return shipping info to Client
   

Signs and Banners

• Inventory signage
• Proof signage for spelling/content
• Coordinate any new signage requests
• Determine signage locations
• Assure proper signage set-up
• Obtain necessary easels from hotel
• Coordinate banner displays
• Provide staff with signage list for their areas of responsibility
• Make sure signage is returned after event
   

Hospitality Desk

• Staffing during posted hours
• Staffed before, during, after program functions
• Staff available to answer questions, handle special requests, provide directions and assist participants in every way
• Desk to be maintained with all pertinent program, hotel and destination information
• Handle emergency messages
• Provide Lost and Found services
   

Gifts/Premiums Distribution (if applicable)

• Inventory all shipments
• Review distribution times
• Work with hotel bellmen or room service staff to coordinate delivery
• Random check of rooms to insure proper delivery
• Return shipping of undistributed items
   

Activities (if applicable)

• Reconfirm attendee and guest activity selection at check-in
• Provide activity voucher to attendee with all pertinent info
• Monitor activity counts & update vendors as needed
• Oversee facilitation of activities & escort group on activities when necessary
• Complete golf pairings, requests for club rentals, etc.