Program Manager
  • Solicit comprehensive RFP(s) for destination(s) of interest and conduct rigorous analysis
  • Solicit comprehensive RFP(s) for hotel(s) (sleeping rooms, meeting rooms, food and beverage, etc.) and conduct rigorous analysis
  • Solicit comprehensive RFP(s) for other outside vendors (ground transportation, DMC, AV, local activities, entertainment, etc.) and conduct rigorous analysis
  • Solicit comprehensive RFP for air and conduct rigorous analysis
  • Conduct site inspection(s) if required
  • Negotiate all preliminary contracts including rates, attrition, penalties, concessions, etc.
  • Prepare detailed initial estimated budget
Account Manager
  • Oversee program execution and facilitate all planning and program management details
  • Prepare detailed up-to-date budgets reflecting the program revisions
  • Design, produce and distribute registration forms for internet, email, fax, standard mail
  • Process registration requests and field participant questions
  • Process check and credit card payments (participants and suppliers)
  • Send confirmations in preferred manner (email, fax, standard mail)
  • Produce name badges to include miniature personalized schedule of events on the reverse side
  • Process cancellations and refunds as required
  • Manage room blocks throughout program including all participants, client and VIPs
  • Recommend and confirm menu selections, review all banquet event orders and provide timely guarantees
  • Make all meeting room, AV and on-site equipment arrangements
  • Manage all suppliers (ground transportation, local guides, optional activities, off site venues, entertainment, etc.)
  • Distribute monies owed to suppliers on behalf of client
  • Manage the development of program marketing materials including signage
  • Print, assemble and distribute marketing materials
  • Manage the coordination of air ticketing and other internal support functions
  • Develop and produce all necessary reports required to effectively manage program (arrival and departure lists, rooming lists, participant lists, etc.)
  • Reconcile and consolidate all invoices and billing pertaining to program within three weeks of program completion
  • Design, produce, distribute and summarize program survey
On Site Travel Manager
  • Facilitate pre-con meeting
  • Manage registration and hospitality desks and message boards
  • Manage F&B events
  • Manage AV and on-site equipment
  • Manage all contracted outside suppliers
  • Daily verification and reconciliation of billing with all contracted vendors
On Site Travel Staff
  • Assist Program Manager, Account Manager and On Site Travel Manager as needed
Additional Services Available
  • Develop customized web-based registration form
  • Develop creative for communication materials and signage
  • Produce all marketing materials
  • Negotiate group air, manage block inventory and ticket participants
  • Provide systems programming and technical staffing for customized reports
  • Assemble and distribute all program related supplies and materials, mailing and shipping
  • Dedicate toll-free phone lines unique to this program