Destination & Venue Research

• Identify program parameters
• Identify optimum venues and destinations that meet these program needs
• Conduct space search with hotel and offsite venue representatives
• Compile feasibility study
• Present recommendations to client
• Coordinate and execute site inspection of preferred destinations and venues with client
• Negotiate and sign contract with selected venue(s)
• Integrate deposit and attrition schedules into program timeline

Program Team Operation

• Timeline and budget development
• Weekly internal MFactor meetings with team members for status updates, identification of needs and more
• Day-to-day communication with client contacts
• Budget management and reviews with client
• Ongoing negotiating for food and beverage, offsite services and vendor services
• Database reports to all suppliers (rooming lists, arrival/departure lists, etc.).
• Final recost two weeks prior to program operation

Hotel/Venue Management

• Manage room block throughout pre-planning
• Manage hotel/vendor deposit and attrition schedules
• Manage function/meeting space logistics
• Manage food and beverage choices developing Banquet Event Orders with the hotel
• Manage AV needs with appropriate hotel contact

Registration

• Develop and manage all aspects of attendee and sponsor registration process
• Create registration website functionality and look and feel for pre-event registration
• Create and manage attendee and sponsor payment collection and reporting process
• Develop database reports and provide to all suppliers (rooming lists, arrival/departure lists, etc.)
• Create and maintain correspondence content and liaison with registrants and sending appropriate email blasts
• Develop online reporting tool access for client contacts 24 hours a day/7 days a week
• Develop onsite registration procedures as needed
• Create standard reporting
  • Registered report
  • Attendee name list
  • Daily program attendee count
  • Attendee cancellation report
  • Sponsor/partner list
  • Hotel rooming list
  • Hotel pick up report
  • Arrival/departure manifests
  • Meeting session registration by attendee
  • Activity manifests
  • Additional reports as requested

Creative Services

• Design look and feel of custom program logo and event branding
• Assure that all creative elements are in accordance with client’s corporate branding guidelines
• Design, create and manage registration website
• Manage all attendee and sponsor communications
• Develop and execute promotional and social media campaign
• Develop correspondence content and liaise with registrants
• Design and create all printed collateral materials including program guide, signage, partner showcase cards, gift cards, welcome documents, menus and more
• Prepare electronic Program of Events for email distribution or printed Program of Events for final mailing
• Assemble Trip Packet; prepare and distribute print and promotional material to be contained in program packet
• Design and create sponsor/exhibitor manuals if needed
• Research, procure and inventory giveaways/room gifts
• Develop attendee and sponsor surveys based on topics identified by client for onsite or post-event if desired

Third Party Vendors/Suppliers

• Research, recommend and contract with offsite venues for evening events
• Negotiate and confirm logistics with all suppliers for onsite/offsite events to include but not limited to: entertainment, décor, catering and transportation for event as needed
• Work closely with transportation vendors from sourcing and contract through fulfilment of services
• Act as single of point contact with all vendors/suppliers and manage deliverables
• Correspond, negotiate, contract and manage all suppliers
• Negotiate and confirm group activities including details for all organized events
• Conduct an ongoing audit of vendor/supplier billing
• Provide production/AV support
  • Identify needs with client for all event AV requirements
  • Recommend production/AV company to manage all onsite elements
  • Monitor payment schedule
  • Manage travel schedule and rooming for production crew (if needed)
  • Coordinate meals for crew during sessions
• Provide travel staff support
  • Identify specific onsite program needs
  • Contract with professional travel staff who will be onsite to monitor Hospitality Desk, transportation, activities, meeting and function space set-ups, production, VIPS, sponsors and exhibit floor and more
• Provide air service
  • Research, negotiate and contract to assure all components of the air contracts are correct
  • Ticket speakers, staff, attendees and guests if applicable
  • Provide client with a list of final names that have been ticketed along with the ticket number and amount charged for each attendee