Overview of services
The following is a partial list of the meeting
planning services available to you. We recognize that all meetings
are different and may require a specific set of services. Our proposals
are based on Your needs.
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Full online registration
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Housing blocks / sub-block management
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Manage travel planning process including site selection
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Negotiate hotel and supplier contracts
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Negotiate air transportation contracts
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Negotiate meeting room rental
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Hotel room inventory management
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Arrange site inspection visits
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Rooming list including specific requests
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Audio-visual requirements and room set-up
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Ground transportation
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Travel documentation
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Hospitality desk for the duration of the meeting
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Coordinate luggage handling
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Pre-event cost analysis and budgets
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Coordinate menu planning and manage all aspects of the food
and beverage functions
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Host pre-conference meeting of hotel personnel and vendors
to confirm all event arrangements
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On-site management
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Handle all billing procedures and account reconciliation
Our professional meeting planning consultants can also
provide the following services at cost plus pricing:
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Meeting theme development and itinerary
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Support services – invitations, announcements, welcome kit,
meeting kits, registration badges, meeting schedules, banners and signs,
printing, awards, gifts and more.
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Theme parties and special event planning – to include menus,
decorations, floral arrangements, costumed wait staff, entertainment, theater
programs, distinctive dining events, etc.
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Guest speakers
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Photography
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Sporting events, sightseeing tours, spouse/accompanying person
programs
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VIP services
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Recreational events – from health and fitness activities
to private golf and tennis tournaments
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Pre and post travel programs
Air travel/car reservations
We provide a wide range of transportation
services to program organizers, including:
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Assigned program coordinator
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In addition to internet registration, team of experienced
air travel consultants
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Toll-free reservations (U.S., Canada & Puerto Rico)
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Special air fares, meeting discounts, zone fare
discounts and blocked space
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Air charters (domestic and international)
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Meeting car rental discounts
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Tour conductor tickets and all necessary
airline reports and correspondence for earned tickets
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Electronic ticketing (when applicable)
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E-mail or faxed confirmation receipt to attendees
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Arrival/Departure Reports
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Meeting fare projections
Each attendee will have the option to complete the on-line
booking request with their desired travel itinerary, send a request by
e-mail or fax, or dial a toll-free line to speak with a Meeting Partners
reservations agent.
Centralizing the booking source will allow Meeting Partners
to monitor air travel arrangements, meeting company policy guidelines and
maximizing earned ticket inventory and control costs on the meeting budget.
In addition, we facilitate airport meet and greet services, ground transportation
arrangements, and maintain accurate arrival and departure manifests.
Airline negotiations
Meeting
Partners will negotiate directly with the airline carrier(s) for Special fares based on the specific parameters of your meeting.
Terms of the contract may include the following:
up to 20% saving on lowest published fares
up to 60% reduction off full coach fares
Waiving of certain restrictions
Complimentary earned tickets and site inspection tickets
Ticketing
Meeting Partners will provide electronic tickets
with pre-assigned seats. Itineraries will be sent by e-mail or fax.
International
meetings
Let Meeting Partners take the fear out of conducting
business globally. Meeting Partners has successfully executed many major
international meetings over the past few years. Specializing in international
cost analysis, Meeting Partners is skilled in evaluating the impact of
currency exchange rates and in reclaiming value added tax.
Additional Services include but are not limited
to:
Site selection analysis
Contract evaluation and negotiation
Air travel facilitation
Complete coordination of hotel services
Accurate budget preparation
Detailed accounting of expenditures
VAT refunds in European Union countries
Foreign currency budget control analysis
Why you
should consider Meeting Partners
The technological advantage of utilizing the latest in housing
software
Staff time savings
Superior resources versus those available from traditional
convention bureau housing departments
More emphasis on customer services
Experience: Over 50 years of combined hotel and hospitality
industry experience
Contact us
Call or Email Meeting Partners, or if you
prefer, complete our on-line
Request Form.
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