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SERVICES

Our Meeting Planning Services include but are not limited to the following:

EVENT PLANNING   DATA MANAGEMENT & COMMUNICATIONS
• Create and distribute request for proposal
• Site selection based on established criteria
• Negotiate contractual agreement to include room rate, concessions, cancellation and liability
• Negotiate food and beverage pricing
• Negotiate production costs along with Creative Services
• Negotiate destination management costs to include airport transfers and ground transportation
• Aid in establishing the budget and maintaining financial documents
• Manage and lead design committee planning sessions with event owner
• Identify, contract and manage vendors including:
o Ground transportation
o Destination management company
o Speakers bureau (contracts/riders)
o Entertainment
o Photography
• Activities selection to include off-site, on-site, spa and golf (if applicable)
• Off-site venue selection and arrangements for off premise events (if applicable)
  • Create program website
• Create and maintain registration site
• Create and manage communication to invitees and attendees
• Manage database with Event Business Owner provided invitation lists
• Create and provide registration, historical and financial reports as needed
• Maintain event resource e-mail box and customer service communications


SPONSORSHIP SALES & EXECUTION   LOGISTICS
• Create and distribute request for proposal
• Site selection based on established criteria
• Negotiate contractual agreement to include room rate, concessions, cancellation and liability
• Negotiate food and beverage pricing
• Negotiate production costs along with Creative Services
• Negotiate destination management costs to include airport transfers and ground transportation
• Aid in establishing the budget and maintaining financial documents
• Manage and lead design committee planning sessions with event owner
• Identify, contract and manage vendors including:
o Ground transportation
o Destination management company
o Speakers bureau (contracts/riders)
o Entertainment
o Photography
• Activities selection to include off-site, on-site, spa and golf (if applicable)
• Off-site venue selection and arrangements for off premise events (if applicable)
  • Plan and conduct on-site pre-planning meeting(s) and site inspection(s) with hotel
• Oversee menu development and select food and beverage
• Create and order all printed and electronic collateral to include signage
• Participate in the selection of audio visual and telecommunications services and equipment
• Select order and arrange for all amenities, VIP gifts and speaker gifts
• Ship all conference related items to event site and back to headquarters
• Assist with creating Marriott executive schedules for top 4-5 executives in attendance
• Assist with speaker and VIP management to include production needs, travel, accommodations and on-site preferences
• Room block management to include inventory, reservations, staff and VIP lists, upgrade priorities and billing
• Create function specifications and communicate to property and vendors
• Create event resume for hotel and stakeholders
• Create travel manifest and communicate to hotel and appropriate vendors


EVENT PLANNING   DATA MANAGEMENT & COMMUNICATIONS
• Manage overall program on-site and assume role as on-site principal contact
• Conduct pre-event meetings with hotel and suppliers to review all aspects of the program
• Coordinate and oversee all conference related events
• Coordinate and oversee DMC responsibilities
• Coordinate and oversee selected activities to include on-site, off-site, golf and spa
• Coordinate and oversee off site events
• Support Hotel team with event set up and execution
• Assist with managing speakers and VIPs from arrival through departure
• Partner with host team to staff and execute on-site registration
• Partner with host team for amenity and printed or electronic collateral distribution
• Review and approve hotel master bill
• Review and approve all invoices
• Coordinate hotel staff gratuities and recognition
  • Charge and collect conference registration fees
• Assist with budget and share results with business owner
• Conduct all accounting processes related to event
• Create and distribute post-event satisfaction survey
• Maintain history for event
• Conduct post event review and critique with Event Business Owner






Global Meeting Planning Services | 10400 Fernwood Rd | Bethesda, MD 20817 | 301.380.1000