We get it right…because we get it! At MFactor, we understand that the difference between a good event and a great event is a matter of experience—your attendees’ experience and the experience we bring to you. Superior meeting and incentive management cannot be accomplished through effective planning and task completion alone. That’s why many of the things we do for our clients don’t show up on a conference checklist. We transform programs into meaningful experiences by encompassing the spirit and ideals of our clients.
We assist clients with events such as:
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Global Sales Kick-Offs
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Incentive Programs
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User Conferences
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Road Shows & Exhibitions
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Appreciation Events
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Consumer Events
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Executive Forums
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Product Launches
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Partner Fairs & Trade Shows
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And So Much More!
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
- Coordinate with management of hotel/venue staff
- Conduct pre-con meetings with key staff members
- Review all logistics with key players and confirm full understanding of expectations on an ongoing basis
- Staff Hospitality Desk daily at predetermined hours with professionals who will provide assistance with hotel check in/out, information on program updates, schedule changes, messages, local area insight and more
- Assemble welcome packet components, distribute at Hospitality Desk, provide ongoing updates
- Inventory and manage delivery of giveaways/room gifts
- Conduct daily accounting meeting between MFactor Account Manager and hotel staff
- Provide MFactor travel staff as needed for F&B oversight, rooming management, transportation coordination, meeting coordination, VIP/speaker management, sponsor/exhibit floor and more
- Provide airport staffing to assist with arrivals and departures, luggage and transfers
- Assist with hotel check in/check out
- Supervise luggage handling with hotel staff
- Assist with onsite flight schedule changes
- Assist with booking on-own activities if needed and restaurant reservations at participants’ request
- Distribute information to participants during the program
- Coordinate and supervise all program inclusions
- Coordinate and manage VIP arrivals/departures at airport including any required private transfers to hotel or other destinations
- Provide assistance to client VIPs and guest speakers
- Manage VIP and speaker schedule
- Confirm, advance and monitor all meal functions for correct set-ups, ongoing availability, clean-up and more
- Monitor meeting rooms for correct set-ups, clearing during breaks and more
- Confirm and advance all events at off-site venues
- Organize and confirm all participant activities including changes throughout program
- Place program signage as appropriate at meeting and event venues
- Inventory room drops and coordinate delivery with hotel bell staff
- Conduct daily reviews with MFactor staff and prep for following day
- Coordinate attendee and sponsor survey procedures
- Review venue/hotel charges to ensure proper billing for program events and receipt of a clean final bill
- And a million other details!
- Compilation of invoices and billing from all vendors and suppliers
- Accounting and preparation of master bill reconciliation
- Debrief with all parties involved to plan for future events
- If surveys conducted during program, tabulate responses onsite. If survey tabulation extends into post-program a labor rate will be provided.