Once the location is selected, our planners can, if contracted, arrange support services, coordinate needs with the facility, prepare the site staff for the meeting and set up all forms of electronic communication needed for the meeting or convention such as e-mail, voice mail, video and online communication.
If requested, our planners can register attendees and issue name badges, coordinate lodging reservations, and arrange transportation. They make sure that all necessary supplies are ordered and transported to the meeting site on time, that meeting rooms are equipped with sufficient seating and audio-visual equipment, that all exhibits and booths are set up properly and that all materials are printed.
Our planners are experienced in negotiating agreements with facilities and suppliers. These agreements, which can be complex, are often negotiated more than a year in advance of the meeting. These agreements may include requiring the planner to reserve a block or certain number of rooms for meeting attendees and the penalties that may be imposed if the rooms are not filled. Our certified meeting planners are sometimes given a budget by our clients and is asked to create a detailed plan of expenditures, forecasting what each aspect of the event will cost.
Our planners oversee multiple functions, adhere to strict deadlines, and can effectively coordinate the activities of several different groups of people. They travel regularly to attend meetings and to visit prospective meeting sites.
Meeting and convention planners have excellent written and verbal communications skills as well as interpersonal skills. They are detail-oriented with excellent organizational savvy, and can multi-task, meet tight deadlines, and maintain composure under pressure. They speak multiple languages and have advanced computer skills.
EasyMeetings.com can help you perform these functions:
-- Providing our comprehensive services, expertise, and experience for the initial site selection and inspection.
-- Negotiating with various suppliers to secure the best possible prices and services from each.
-- Putting together a full budget and proposal for rooms and meeting space. If you require, we can coordinate the registration process as well.
-- Cross-referencing all travel, hotel, land, and program details for each participant. Providing reports on room, transportation, or registration costs.
-- Consolidating all related costs into one master account, making your accounting much easier. Planning off-site programs for attendees or spousal programs.
-- If you require, handling all details of the meeting itself - room setups, F&B, off-site venues, transportation and transfers, baggage handling, meet and greet at the airport and on property, etc.
-- Providing an on-site program director and a staff (depending upon size of event) to handle all day-to-day details for the duration of the meeting. Reconciling final accounting with properties and suppliers.
Should you have any group or meeting planning questions, please feel free to email or call Sylvia at EasyMeetings.com at: 877-GOLDEN8 (465-3368)
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