Pre-Event Services

“To listen well is as powerful a means of communication and influence as to talk well.” - John Marshall (Founder of constitutional law and the United States Supreme Court)

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



  • 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


Successful Program to France
Thank you so much for a successful program to France. The entire team was extremely thankful and appreciative of such a great opportunity. You made the program memorable to say the least, and I’m looking forward to the next opportunity to do it again. Appreciate the professionalism, timeliness and working style.
Sales State Manager, Metro New York, Beam Inc.