Pre-Event Services

Personalized and Professional

We know how to ask the right questions – and then listen to the answers.  From well understood answers, we tailor make our programs to meet client objectives and requirments. The pre-event services listed below give you an idea of the skills we offer. When combined with a rounded elegant understanding of our client needs, the perfect plan starts to emerge.

We create a straight road ahead – from the moment the client website is created, our goal is comfort and ease for our client. This includes booking the right hotel and setting up a registration process which is calm and unintrusive, selecting dining venues, making sure menus cater for any special requirements, selecting, purchasing and delivering gifts, organizing activities, and making sure all elements of the program are booked and confirmed in advance. There are no surprises (except planned ones!)   We truly do take this process personally!

 

Overall Hotel/Vendor Coordination

• Act as liaison with selected hotel and other vendors in communicating all program details. 

 

Accommodations Arrangements

• Control and monitor room block
• Input, maintain and generate rooming list
• Handle all special rooming requests
• Arrange for pre-registration of all guests
• Establish check-in/out procedures with hotel front office

 

Billing Coordination

• Set-up all master accounts with hotel
• Provide hotel with detailed posting instructions
• Process all advance deposits

 

Registration

• Review reporting requirements
• Set registration open and close dates
• Review and test registration procedures
• Download client invitation list
• Walk-thru registration with client
• Assist attendees with registration issues
• Database management and up-dates
• Provide registration updates to Client

 

Food and Beverage

• Develop/confirm menus
• Arrange presentation/set-up details (table sizes, centerpieces, decor, linens, audio-visual support, etc.)
• Arrange for any special dietary needs
• Calculate and submit guarantees
• Coordinate off-property events
• Arrange for hospitality functions

 

Ground Transportation

• Vehicles coordinated for airport arrivals and hotel departures
• Limousine service coordinated where needed
• Meet and Greet service arranged (uniformed with signage)
• Arrange for exclusive transportation for program off-site events or transfers as needed

 

Recreation/Activities Coordination (if applicable)

• Provide details of all available activities, and other on or off-site options
• Coordinate activities sign-up
• Coordinate group events (golf and tennis tournaments, etc.)
• Arrange for any special awards/prizes

 

Gifts/Premiums (if applicable)

• Conduct search & offer suggestions for gifts/premiums
• Work within client specific budget
• Creative themed ideas
• Collection of sizing information
• Order gifts/premiums
• Handle engraving or embroidering
• Create gift custom gift cards
• Track Shipments