WHAT WE DO FOR YOU:

• Research cities & hotels for any given conference and tradeshow (when applicable) based on the client's preferred dates
  
• Collect proposals from hotels in the city (or cities) of choice and prepare a report by a predetermined date to include an overview of the hotels, amenities, location, rating, dates of availability and rates
  
• Prepare cost comparison spread sheet of various hotels/cities providing pricing on all components of conference expenses
  
• Make recommendations to the client based on their needs
  
• Pursue tentative contracts from the preferred hotels. This will include the guestroom rates, meeting space fees (typically I will try to get complimentary meeting space based on guestroom pick-up), complimentary guestrooms based on room pick-up, room upgrades for VIPS, VIP amenities, additional perks to include a number of complimentary parking spaces, comp health club passes, etc.
  
• Negotiate tradeshow floor set-up with convention services company, i.e. Greyhound Convention Services, etc.
  
• Create conference brochure with registration form.
  
• Handle registration for the conference. (I receive the registrations with checks made payable to the host group, which I would immediately turn over to the group, or I can take the checks directly).
  
• Prepare a spreadsheet detailing registration of attendees and maintain an update on every aspect of each attendee’s participation to include hotel reservations, off-site functions offered by the host group, etc.

 

• Create and send registration confirmation to all attendees. (The cost of supplies, i.e., postage, letterhead, envelopes, etc. would be charged back to the host organization).
  
• Finalize and negotiate all food & beverage needs as directed by the host organization.
  
• Finalize and negotiate all audiovisual needs as directed by the host organization.
  
• Maintain a constant liaison between the hotel and host organization.
  
• Maintain a guestroom pick-up report from the hotel and keep the host organization updated. (This can help to determine additional marketing needs for the host organization).
  
• Send out a final confirmation letter to all attendees with a final program agenda. (The cost of supplies, i.e., postage, letterhead, envelops, etc. to be absorbed by the host organization).
• Prepare final agenda as presentation piece to be handed out to attendees.
  
• Assist in preparation of attendee welcome packets, to include visitor guides from the city, badge, agenda, etc.
  
• On-site participation for the conference/tradeshow to ascertain that all aspects of the conference and tradeshow are operating smoothly.
  
• Manage registration desk during the conference and assist attendees with any problems that may arise with regard to hotel, guestrooms, etc.

sales_service@premiereconference.com