Service Capabilities
In order to ensure a successful program, ProConference Solutions performs a multitude of functions. We determine your program objectives and mutually determine the most appropriate inclusions. Timing is obviously important, but since all incentive or meetings programs involve their own timetable, it is hard to be specific about what happens, when. However, all of the following strategic planning takes place in a timely fashion, well in advance of the program.
The following are some of the basic functions in the planning stages:
Pre-Meeting
- Provide destination analysis
- Arrange site inspection trips, i.e. complimentary site inspection tickets
- Creation and management of a meeting budget
- Supplier negotiations
- hotel (if not blocked by in-house meeting planner)
- air
- food & beverage services
- ground operator
- special events operators
- Meeting development and creation of theme events
- Discuss preliminary function specifications, i.e., dinner functions, cocktail parties, ground transportation, and program inclusions
- Confirm agreements with suppliers in writing (menus, function times and specific locations requested
- Generate a checklist of Client requirements
- Maintain constant Client contact to ensure that the program is exactly designed to meet all requirements
- Arrange transfers for off-property functions
- Send enrollment forms to Client for participant names
- Meeting Attendee Registration: This is done via any one of the following options:
- Telephone
- Faxed Registration Form
- Via our “registration form” at our interactive site of the World Wide Web of the Internet
- Processing of all registration forms
- If air travel is not required, we can suggest and coordinate alternate means of transportation, i.e., bus charters, trains, etc.
- Preparation and update of hotel rooming list
- Set up and man Exhibit Hall display booth(s) and handle exhibit registration
- Begin routing of airlines reservations for participants after receipt of reservation forms
- Discuss and review all billing specifications with Client and related program vendors
- Review special requests or requirements with Client
- Prepare the final operations manual for Trip Directors and meeting Planners
- Lead Trip Director travels to your program destination to reconfirm all functions with hotel and suppliers
- Creative meeting support
- meeting invitations and announcements
- meeting kits & name badges
- banners and signs
- audio visual equipment
- sourcing of key-note speakers
- recognition awards, meeting mementos and room gifts
- VIP amenities
- Food and beverage planning
- coffee, snack & beverage breaks
- meal planning, including formal and informal themed events, on and off property
- Special event planning
- business theater
- video production
- themed events
- award banquets
- team building activities
- leisure time activities
- Air ticket issuance
On Location
- Coordinate airport and hotel meet-n-greet and transfer service, as well as any off-property venues
- Walk through the program with host personnel upon arrival
- Registration Assistance
- On-site Trip Directors for close supervision of all aspects of the meeting
- Ability to demand the highest level of service from suppliers
- On call 24 hours a day
- Handle host, attendee and other VIP requests
- Staff Hospitality Desk and maintain information center
- Supervise all group functions and activities
- Print and distribute daily updates
- Coordination of room gift delivery
- Orchestrate special events
