Your One Stop Source for a Successful Meeting
Full service means just that – from site selection to the final bill. HGMP can help you take care of every aspect of your event. You will benefit from HGMP’s 30 years of experience. We know how to anticipate potential challenges and needs, and know how to resolve them.
Our full-service meeting planning includes:
Site Selection
All Contract Negotiation
Disaster Preparedness
Registration
We’ll create and manage a registration website and database, and provide weekly status reports. We’ll collect registration fees, verify payments and respond to any inquiries throughout this process. HGMP can also set up a registration booth at the event and kiosks for check-in, or staff a welcome desk. If your event needs badges or other program materials, we’ll create them, print them and distribute them. We’ll arrange for parking passes, and provide area maps and discounted attraction rates for your attendees.
Internet Configuration
HGMP will work with you to determine the Internet requirements for your event, negotiate any pricing, and schedule and manage any Internet conference calls. Throughout your event we’ll serve as a liaison between the venue, the IT management company and your ISP.
Off Property Events
If you would like to schedule a golf outing, a tour of a nearby tourist attraction or some other special event, HGMP will take care of all the details.
Full-Service Meeting Planning Includes
- Monitor contract deadline dates
- Written credit approval and billing statements
- Deposit schedule and invoices
- Create meeting invitation form and hotel reservation form
- Monitor pickup and manage room block
- Rooming lists, including staff rooming list
- Budget management
- Food and Beverage locations, setup, menus and guarantee management
- Electrical power pricing and setup
- Audio/Visual pricing and setup
- Verify meeting room capacities
- Manage meeting room setup
- Analyze, review and edit banquet event orders
- Design and diagram function space, office, registration, VIP meetings, receptions
- Determine signage requirements
- Shipment management and storage
- Conflict resolution
- Pre- and post-conference meetings
- Track event attendance
- Office/registration setup including phone lines and special needs
Find out more about our International Meeting Services
Find out more about our expertise in site selection
Find out more about our Contract Negotiation Services
Learn about HGMP’s Disaster Preparedness
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