| Pre-Meeting
- Determine meeting goals with client
- Provide periodic project updates
- Make site recommendations
- Negotiate hotel contracts
- Develop meeting budgets
- Provide time line for project
- Coordinate with production company
- Manage logistic communication with attendees
- Manage rooming lists
- Provide travel agency assistance
- Arrange and negotiate ground transportation
- Select meeting rooms and set-up
- Manage food and beverage selection
- Coordinate audio visual needs
- Ship and receive meeting materials
- Create signage
- Manage registration
- Research and provide amenities
- Recommend off-site venues for social events
- Create nametags
- Create and distribute meeting packets to attendees, including
meeting and city information
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On-Site
- Conduct pre-conference meeting with hotel and other vendors
- Manage ground transportation and meet and greet services
- Conduct registration process and maintain hospitality site
- Provide professional on-site staff
- Manage set-up of room, AV, and food and beverage
- Manage amenity delivery process
- Manage ongoing logistics
- Return shipping or destruction of unused materials
- Track costs throughout meeting
Post-Meeting
- Review meeting and evaluate attainment of goals with client
- Send follow-up communication to attendees as necessary
- Receive and reconcile final billing from hotel and other vendors
- Produce final invoice
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