PRELIMINARY PLANNING

Site Research & Hotel Selection
  • Analysis of Client objectives, budgets and requirements
  • Evaluation of attendee demographics, and past event history and locations
  • City, site and hotel research based on Client preferences
  • Venue recommendations: hotels, function space, restaurants, activities
  • Budget comparisons of recommended venues
  • Contract negotiations after selection of venues by Client
Project Planning
  • Design of detailed logistics plans
  • Creation of WM+ Project Team Chart, outlining specific staff responsibilities
  • Development of detailed budget with continuous tracking of financial elements
  • Development of detailed timeline
Hotel Planning
  • Interface between Client Program Manager and hotel
  • Specification of hotel meeting space, offices, meals, registration area, etc.
  • Management of contracted hotel space
  • Detailed inventory control of equipment (printers, easels, phones, audio/visual)
  • Management of hotel food and beverage functions, including set-up and seating
  • Selection of banquet menus and recommendations to Client
  • Development of detailed lists of requirements for hotel department heads
  • Development of daily, timed action lists for seamless operation
Attendee Relations
  • Detailed follow-up with each attendee who accepts event invitation
  • Personal contact with each attendee to distribute conference information
  • Management of airline reservations, if required
  • Survey of interest in pre- or post-event activities (golf, etc.), if offered by Client
  • Management of ground transfers between event-city airport and hotel
  • Individual confirmation of hotel logistics, agenda and attendee arrangements
  • Selection of attendee gifts, based on Client needs and budget, if applicable
  • Shipping and distribution of attendee gifts at event
Deliverables
  • Development of attendee documentation and travel information
  • Preparation, printing and distribution of attendee name badges and tent cards
  • Usage of event logo in all deliverables, if required
  • Development, printing and preparation of attendee welcome packages
  • Development, design and printing of event signage
Vendor Selection & Vendor Management
  • Recommendation of proven, cost-effective vendors in the event city for destination management services, photography, communication equipment, etc.
  • Management of bidding process for all outside vendors
  • Review of all proposals, with recommendations to Client Program Manager
  • Close relationship with vendors on responsibilities, timelines and deadlines
Site Inspections
  • Coordination of comprehensive site inspections, if required
  • Reservation of meeting room for Client field office, during site inspection
  • Scheduling and coordination of all appointments during site inspections
  • Development of detailed meeting notes and action lists for each team member
  • Management of projected timeline updates