The Special Event Group has more than a decade of experience in planning successful meetings. Because we fully understand the planning process, we remain focused on even the most minute details.
Our meeting and incentive management services include the complete site selection for your group function. A site selection involves the careful analysis of the needs and objectives of the program, research of the site, performance verification, and assistance in the negotiation process.
Hotel Rate Negotiation
The Special Event Group, with over a decade of experience, has the expertise to negotiate the best value for the least cost. A complete prospectus will be presented to the suppliers included in the bidding process, enabling us to obtain the best value in terms of room rates, on-site food and beverage, audio/visual, porterage, gratuities, complimentary room nights, and VIP accommodation upgrades. Our planners have extensive experience planning and organizing domestic and international meetings.
Airline Travel Arrangements
We will negotiate with the airlines to obtain special discounted fares for conventions, meetings and incentives. We have excellent working relationships with all major carriers due to our reputation for professional management. This gives us the ability to negotiate and obtain assistance from suppliers that would not otherwise be available. We can assist with both domestic and international flights.
Based on an analysis of your attendees’ arrival and departure patterns and the size of the group, our planners will provide the most economical means of airport to hotel transfer arrangements. The Special Event Group can contract with local ground operators to handle transfers for your off-site activities as well. We will negotiate individual and group car rental rates for your attendees whenever needed.
Food and Beverage Functions
We will work with the hotel catering staff to plan menus and staffing in accordance with your program and budgetary requirements, ensuring the best quality and value. Our planners are also experienced in designing special theme events both on and off-site to enhance your program.
We will develop and communicate a detailed set of billing instructions to all suppliers during the pre-trip operation stage of the program. During the program itself, our on-site staff will oversee and monitor all billing on a daily basis. Upon the program’s completion, we will gather all final billings from the suppliers, review the charges, and compile the data into a single but concise reconciliation.