Site Search

• Research information & rates on various properties & destinations
• Provide a detailed proposal outlining rates and estimated air analysis
• Coordinate site visit

Contract Negotiations to include:

• Competitive Room rate
• In-room amenities and/or upgrades for VIPs
• Terms of cancellation penalty
• Attrition review
• Deposit and payments
• Concessions and value-adds
• Insuring critical industry clauses are included on contract

Online Registration to include:

• Customized registration site
• Password protected login
• 24 hour access for attendees
• Monitoring of registration site & management of registrations
• Automatic registration confirmation emails to registrants
• Standard or custom reporting options

Travel Planner Packet

• Comprehensive report outlining all components of the meeting

Food & Beverage

• Coordinate all food &beverage for the incentive as selected
• Review all the Banquet Event Orders (BEOs ) prior to approval
• Provide creative meal selection for cost cutting measures
• Coordinate decorations if required
• Daily verification of master billing charges
• Daily review of food & beverage charges
• Handle disputed charges

Activities

• Suggest, develop and coordinate activities including team building, golf, spa, entertainment, etc.
• Negotiate terms

Travel Document Preparation

• Assemble creative travel document package for trip participants to include: flight itinerary, paper tickets or e-tickets, activities confirmations, destination and hotel and / or cruise information, participant list, dining options, and packing hints

AV Equipment

• Coordinate all AV needs per your requirements with the hotel directly
• Review order and negotiate rates
• Reconcile final billing

Transportation

• Group Airline Reservations
• Coordinate all aspects of group airline reservations
• Ground Transfers
• Coordinate & negotiate terms
• Provide arrival & departure information to transfer company
• Coordinate changes with updates to management and transfer company
• Signage

Van Zile Program Manager

• Set up pre-con meeting prior to arrival of attendees
• Set up a private group check-in
• Oversee all aspects of the event (food & beverage, activities, A/V)
• Troubleshoot throughout the event
• Arrange supplemental activities
• Staff the Hospitality / Registration Desk questions & additional arrangements
• Available 24 hours a day when onsite
• Oversee all arrivals and departures
• VIP needs
• Event signage

Post Event Services

• Post-event review and debriefing
• Arrange distribution of post trip customer satisfaction surveys
• Reconcile all program expenditures
• Deliver a final bill within 60 days
• Start planning the next event