On-site Management

The goal is to make the on-site experience smooth and stress-free for the organization's Board Members, members, guests and staff. The planner travels on-site with your conference. All prior arrangements will be confirmed, anticipating any potential problems, checking each event in advance, and staying in constant communication with facility and service staffs. Additionally, the planner can:

• Conduct or assist with the pre-convention meeting
• Continue management of your database (on-site registration)
• Check the arrival and delivery of shipments
• Assist in the office set-up
• Generate badges
• Prepare registration packets
• Offer computer support and coordination of temporary staff
• Conduct personnel briefings with suppliers (DMC, general service contractor, audio/visual company, florist, photographer, security, etc.)
• Provide updates on guarantees and attendee counts to hotel and suppliers
• Monitor staffing levels of the hotel's front desk for maximum service
• Verify accurate meeting room sets
• Check placement and working condition of audio visual equipment Meet with speakers to ensure their needs are fulfilled
• Supervise the correct placement of buffets and bars for smooth traffic flow during events
• Control costs through monitoring and inventorying food and beverage events
• Review banquet checks and supplier invoices for accuracy
• Ensure that the tour company fulfills requirements contracted
• Negotiate better pricing if service levels have not met expectations

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