STANDARD COST FREE SERVICES

After reviewing client's program requirements, we do this for you:

• Compile initial hotel list based on client's preferred locations, hotel types, client budget
• Prepare proposal requests and send out to suitable hotels
• Check meeting dates with prospective hotels for availability
• Submit detailed Excel spreadsheet report to client with all hotel offers, space details and all other pertinent specifications
• Review and discuss report information with client
• Distill from this list hotels that best meet client's specifications and place qualifying hotels on hold
• Send to client all available hotel promotional material so as to intimately aquaint client to the property
• Negotiate room rates and all other hotel service costs, terms and conditions
• Request formal written contract from selected hotel, and modify all standard contract clauses, terms and conditions to comply with negotiated terms
• Review revised contract details with client and then with hotel
• Resolve with client any remaining contract issues, concerns and terms
• Send revised contract, direct billing application and hotel deposit invoice (if required) to client
• Obtain fully executed contract and remain available to client to handle/assist with any issues  such as function space changes, room block changes, contract issues, overflow room reservations
• On client's behalf, conduct periodic room rate audits to assure that client's negotiated rate remains lower than hotel's published rates
• Remain available to client before, during and after meeting in capacity of 'go to' point person and issue resolution liason between hotel and client
• Conduct post meeting guest room audits (comparing conference registration list with hotel room reseravtions list) to confirm that all attendees are credited to the client's group block
• Obtain final guestroom pickup audit from hotel and report to client

    ADDITIONAL COST FREE SERVICES

We seperate ourselves from our competitors by remaining a commited member of your team throughout the entire planning process.   For this reason, without charge to you we will also:

• Provide up dated status reports  on a periodic basis
• Assist with overflow hotels, by securing contracts or handling individual attendees reservations
• Provide spreadsheet reports with complete guestroom pickup information
• Assist with negotiating  any attrition fees that may be claimed by the hotel
• Assist with program cancellations to limit liability to client

 OUR RESOURCES ASSURE THAT YOU WILL HAVE AVAILABLE ON A TIMELY BASIS ALL THE FOLLOWING INGREDIENTS TO A SUCCESSFUL MEETING PLAN:

• Informed preliminary hotel site search and selection data

• Budget analysis

• Detailed and accurate availability reports

• Procurement of sales kits

• Finalized site inspection arrangements

• Securing of real value-added extras

• Timely receipt of hotel contracts

• Our twenty five years of contract negotiation experience

• Contract due date reminders

• Assistance with hotel disputes

• Room pick-up reports