DELEGATE MANAGEMENT SERVICES

Delegate Invitation Services:

  • Printing and mailing initial invitation letter.
  • Capturing, recording and monitoring responses.
  • Providing regular status reports.
  • Build up database of attendee details: contact details, special dietary requirements, and special medical needs.
  • Build up database of travel details: delegate arrival and departure times, travel itinerary, time of transfers required.
  • Build up database of meeting specific details: preferred breakout group, whether speaker/VIP, attendee, staff.
  • Printing and mailing of initial confirmation letter.
  • Printing of delegate name badges.
  • Printing and mailing of pre-event confirmation pack, agenda, hotel brochure, airline tickets, luggage labels.
  • Daily on-site reporting of no-shows, cancellations, changes.
  • Post event reporting and reconciliation.

Flight Bookings Management:

  • Researching:
  • Which airline offers the best rates.
  • Frequency of flights per day to chosen location.
  • Whether flights are direct to destination.
  • Communicating flight itineraries to delegates.
  • Booking chosen flight path.
  • Arranging flight insurance.
  • Confirmation to delegates.
  • Posting tickets with flight itineraries.

Hotel Management:

  • Booking attendees' hotel accommodation and special requirements, smoker/non smoker, single, twin, double, dietary requirements.
  • Providing Rooming Lists to hotel staff.
  • Daily on-site reconciliation with the hotel, no-shows, cancellations.
  • Post event reconciliation.

 

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