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Accomodations
o Guest reservations and special needs
o Luggage handling and coordination with bell staff
o Dining
o Concierge – special requests, tickets, reservations, recommendations
o Meeting facilities
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Activities/Tours/Golf Tournaments
o Planning, organization and arrangements
o Customized packages
o Tour guides (if desired), private transportation
o Shopping, museums, sports, outdoor recreation, specific destination
activities unique to the area, spouse/family activities
o Golf tournaments – courses, tee times, partner pairings, bag handling,
scoring, refreshments, prizes, etc.
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Airport Meet & Greet, Arrival & Departure
o Smooth start-to-finish service
o Personal guest welcome, perhaps with bottled water, cool towel and local
specialty
o Luggage assistance
o Hassle-free departure with sky-cap service, no waiting in lines
o Your guests' first and last impression is positive
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Financial Management
o Pre-event budgeting and cost analyses
o Negotiation of pricing
o Contract terms and conditions
o Establish account and billing procedures, and master accounts for each
event aspect
o Written approval of all purchase orders/invoices
o Daily account review with venue/hotel to verify and approve master account
charges
o Pre-payment final bill itemization and account reconciliation to client’s
satisfaction
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Food and Beverage
o * Vendor Liaison duties (see above)
o Formality, presentation, style and layout, reflective of theme and client
objectives
o Menu planning/beverage coordination
o All food and beverage functions including rental equipment, staffing
and service requirements, meal guarantees, etc.
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Hospitality/Registration/Communications Desk
o Private guest check-in for client staff and guests
o Information dissemination - geographic area resources, announcements,
messages, schedule alterations, registration materials, welcome and information
packets, attendee identification badges, departure arrangements, etc.
o Arrangement of private dining, activities, tours
o VIP hospitality arrangements
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Logistics
o All pre-event vendor/venue meetings
o Timeline and production schedules
o On-site event coordination, management and production
o On-site communications
o On-site labor and team management
o On-site operations
o Post-event cleanup, packing/shipping of products, materials, etc.
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Meeting Management and Support
o Interfacing with client, venue, vendors
o Cross-coordination with all departments, staff and outside resources
o Meeting support such as materials, supplies, signage, etc., before and
during event
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Music and Entertainment
o * Vendor Liaison duties (see above)
o Band or DJ sourcing, selection, negotiation, liaison
o Complete repertoire review
o Coordination of staging, lighting and electrical requirements
o Staffing, breaks, attire, timeline review, management of event pace
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Printing and Materials
o * Vendor Liaison duties (see above)
o Design and production of all invitational, program, signage needs
o Invitation mailing and confirmation
o Maintain displays and exhibits
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Registration Management
o Coordinated with client specifications
o Hotel, travel and meeting arrangements
o Room blocks
o Sign-ups
o Attendee database management
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Teambuilding
o Facilitated group teambuilding specifically designed to meet group goals,
enhance camaraderie, trust and teamwork according to client’s objectives
o Popular activities include the latest in challenge course technology,
indoor rock climbing, ropes courses, paintball
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