event marketing | meetings management | event management
website services | air management | creative services

• Strategic focus to provide the best solution based upon objectives, participant profiles and purpose of event/program
• Develop program specifications and budget parameters
• Site, destination, hotel and venue selections
• Communicate geographic distribution of participants, travel dates, destinations to air partner to ensure price, flights and itineraries are available
• Utilize strong established relationships with hotels and suppliers worldwide to negotiate the most competitive rates, contractual terms and conditions and limit client's financial exposure
• Suggest cost savings where possible, provide a cost savings analysis
• Uncover hidden dollars saved through concessions

• Agenda, timeline and budget management - ensure that all deadlines for room reduction, cancellation, print production, mailing and decision dates are met
• Ensure that the budget is maintained and that cost-savings opportunities are identified and utilized
• Manage all program components and contracts, communicating revisions and changes to all suppliers
• Provide room lists, change lists and arrival and departure information; ensure that vendors have appropriate participant lists
• Confirm and issue master event/program written instructions complete with detailed specifications and logistics, special requests, event diagrams, requirements from each supplier/vendor, billing and pricing confirmation
• Production schedules including food and beverage, lighting, sound, A/V, décor, entertainment, floor plans, tenting, permits, ground transportation, etc.
• Implement communications plan, design materials, write copy
• Define and manage sponsored and optional activities, golf, spouse programs and teambuilding
• Communicate service expectations and event requirements
• Monitor staffing and service levels and adjust as necessary to ensure excellent and efficient service
• Address on-site issues clearly, effectively; include emergency procedure review
• On-site support through extended staff of trained event directors
• Itemized, accurate billing within 30 days of program conclusion

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