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While responsibilities and functions will vary in each organization and with each meeting, the following provides an overview of key services offered by Meetings etc:
* Define and establish meeting design and objectives
* Site selection, inspection and negotiation of all requisite meeting space and sleeping room accommodations
* Select and negotiate services and costs of transportation (air and ground), audio/visual services and equipment, computer equipment, decorating, entertainment, etc.
* Coordinate, direct and manage the services of all suppliers and vendors through execution of event(s)
* Prepare and issue requisite documentation on behalf of meeting/event to direct/command the facility(s) and all suppliers in order to ensure that business meetings, professional tracks, social functions and all other group functions are successfully executed
* Plan menus and negotiate the cost of all food and beverage items
* Plan, negotiate, contract and execute all social functions including receptions, dinners, breakfasts, lunches, breaks, etc. and off-site activities including requisite entertainment unless otherwise conducted by a sponsoring entity
* Budgeting and financial management. Budgets will be projected vs. actual format
* Negotiate and contract for all tours and other special events connected with each meeting/event
* Negotiate and contract for all speakers and/or presenters
* Prepare documentation as to speakers' requirements for hotel, audio/visual equipment, travel, etc.
* Prepare and issue rooming requirements to the facility(s)
* Negotiate and ensure compliance of airline group contracts
* Negotiate and ensure compliance for decorating and drayage, if applicable
* Initiate, maintain and manage database for registration process, which includes: registration of attendees, guests, speakers, and staff
* Prepare and mail/fax confirmation letters to attendees, speakers, and guests
* Generate reports per schedule and agreed to by both parties Reports shall include, but not be limited to: registration, class count, cancellation, events, etc.
* Participate in company planning meetings as it pertains to the outlined meetings/events
* Determine and produce signage, if applicable
* Direct and supervise on-site coordination and staging
* Provide documentation for periodic budget review with corporation/association
* Audit of Master Account(s) on-site and to final undisputed resolution
* Arrange and execute shipment to/from meeting/event(s)
* Coordinate and manage equipment set-up and tear-down, including contracting for labor and outside technical assistance, if applicable
* Create, maintain and administrate floor plans for meeting room/exhibit set-up
* Create, prepare and mail invitations and registration materials, confirmation notices, city profiles, badges, meal tickets, etc.
* Prepare air manifest
* Negotiate contract for specialty items
* Audit all invoices presented for payment regarding meeting/event
* Brief facility staff and client staff/employees pre-meeting
* Plan and produce guide book/staging guide
* Produce and print meeting materials
* Distribute gratuities
* Evaluating; post meeting
* Production management
* Technical support
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