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How to choose an event management company?

Event Planning Management: Every Company manages events differently. Before choosing an event management firm we should look for various range of resources the firm has to give us unlimited number of ideas and concepts. The areas, which we should look for in, an event management firm are:

• Costing
• Planning of event site
• Travel and lodging
• Food and beverage
• Theme ideas
• Off site tours and events

Meeting and Destination Services: The event management firm should have full service travel, meeting and incentive departments. They should be able to handle group, convention and incentive meeting planning independently or by working hand-in-hand with your company’s designated meeting planner.

The event management firm should make all the arrangements to ensure successful company meeting or group trip including, but not limited to, the following:

• Site Selection
• Transportation
• Function arrangements
• Onsite hospitality desk
• Complete travel management reports.

The event management firm should have expertise in the following areas:

• Define and establish meeting design and objectives. All corporate, group and VIP air services.
• Site selection, inspection and negotiation of all requisite meeting space and sleeping room accommodations.
• Plan menus and negotiate the cost of all food and beverage items.
• Negotiate and contract for all speakers, entertainment and/or presenters and costs are as contracted.
• Prepare requisite documentation as to speaker’s requirements for hotel, audio/visual equipment, travel, etc.
• Prepare and mail, fax or e-mail confirmations letters to attendees.
• Negotiate and ensure compliance of airline group contracts.
• Initiate, maintain and manage database for registration process.
• Direct and supervise on-site coordination and staging.
• Provide documentation for periodic budget review with corporate/association.
• Conference management, staff and equipment coordination.
• Acquisition of city maps, hotel and all information for attendee distribution.
• Site evaluation, inspection and selection, convention center and hotel contract negotiations at selected sites.
• Coordination of contractual arrangements/block space to accommodate convention/ seminar/ meeting attendees.
• Staging conference scheduling (time line/flow chart).
• Accounting and signing privilege arrangements to master accounts as needed.
• Audio visual coordination with local AV houses, including Cable/Video production.

About the Author: CPU is a total quality event planner and travel management firm, which is specializes in meeting planning and event planning. Corporate Planners Unlimited creates the most exciting and well-managed events in the industry.

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