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Site Selection
- Coordinate and Plan a site
selection trip and negotiate all vendor contracts
at the hotel.
- Confirm Meeting Space Requirements,
including appropriate function space suitable for
all events
Meeting, Incentives and Conventions
Consulting
- Housing Arrangements:
Control and monitor room block, generate rooming lists,
special rooming requests, pre-registration, and coordinate
any overflow should primary hotel not have sufficient
rooms.
- Food & Beverage:
Develop and negotiate menu prices, set up catering
details (centerpieces, linen type, etc.), confirm
special dietary needs, oversee gratuities.
- Coordinate: Off-property
events and hospitality functions not held at the hotel.
- Budget Planning:
Arrange a detailed event budget and inform client
of any changes to the budget prior to the event.
- Billing Coordination:
Set up master accounts with hotel and other outside
vendors, provide hotel with billing instructions and
oversee all advance deposits.
- Special Events: Select
facility, create event and arrange for catering, décor,
entertainment and special set-ups. Also arrange all
transportation.
- Entertainment: Recommend
entertainment based on the event and location, secure
contracts as well as arrange for any staging and production.
- Exhibit Management:
Organize vendor exhibit shows, including booth space
layout, create a special vendor registration form,
select the best decorator, select the best drayage
company, and distribution of vendor kits.
- Activity Coordination:
Provide activity options and sign up for group activities,
either as corporate sponsored events with special
awards/prizes or as individuals.
- Team Building: Organize
and orchestrate team-building activities such as Scavenger
Hunts and Beach or Mountain Olympics.
- Individual Pre and Post
Extensions: Coordinate arrangements for participants
interested in pre and post trips, including managing
payments.
- Ground Transportation:
Coordinate arrival and departure information for ground
transportation, offer Meet and Greet Service with
uniformed staff members with exclusive transportation
for the program event, coordinate skycaps, assist
with lost luggage and arrange bag pull for day of
departure.
- VIPs: Arrange suite/room
and master account information for VIPs, review arrival
and departures, prepare room amenities, arrange separate
limousine transfers and private functions if necessary.
- Air Transportation:
Establish special airfares and payment schedules,
designate lead air agent for all hosts and VIPs, contract
lower fares with least restrictions and changes, document
procedures for air changes, blocked seating, return
calls within 24 hours, mail tickets at least 2 weeks
prior to event and generate arrival and departure
manifest.
- Final Billing: Itemize
bill for each program, providing detailed back up
to support statement. Final billing due 30 days after
program.
On-Site Management
- Accounting of all bills.
This is reviewed daily.
- Food & Beverage (monitor
guarantees, special diets, final set-ups, etc.)
- Rooming Lists
- Baggage Service
- Transportation Coordination
- Meeting Rooms (monitor set-ups,
audiovisual requirements, food & beverage)
- Shipping and Receiving (inventory
all shipments and coordinating return shipments)
- Signs and Banners
- Name Badges (Distribution
and name corrections)
- Manage Amenity Deliveries
- Hospitality Desk
- Computers
- Printers
- Copiers
- Fax Machines
- Phone Lines
- Walkie Talkies (12)
- General Office Supplies
Supplemental
- Marketing Services
- Graphic Design Services
- Brochure Printing
- Invitation/Place card Design
and Printing
- Seating Design
- Establish a Toll-Free Line
for Conference Attendees
- Provide Name Badges
- Design Signs and Banners
- Website Design
- Website Registration (immediate
attendee confirmation)
- Weekly Program Reports (attendee,
arrival, departure, housing, etc.)
- Final Documents - Design
and production to include hotel and area brochures
and a booklet specifically designed for each program
and mailed with tickets.
- Satellite Video Conferencing
Capabilities - Ideal for a product launch, board presentation
or merger announcement.
- ISDN Video Conferencing
- Bring together smaller audiences in multiple locations,
whether around the world or in your own town, for
a completely interactive meeting experience.
- Web Streaming - Use the
Internet to deliver your written or audio/video message
quickly, easily and securely to an unlimited number
of desktop computers around the world.
- Audio Conferencing -Use
telephones or conference units to link people in unlimited
locations worldwide.
- Audio Visual - Provide audiovisual
support based on client's specific needs.
Please remember, should there
be one item that is not listed above in GEI Overview
of Services, please let us know. This is only an overview
of services and GEI prides itself on offering our clients
state-of-the-art meeting, incentive and convention management
services.
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