Professional Meeting Planning

Site selection
Once you have submitted a request to MEETING CONSULTING, we will start searching the site that best matches your meeting requirements and budget.
Together with you or on your behalf, we will organize a site inspection to determine the meeting room and sleeping room requirements, level of service, property condition and floor plans. Face-to-face meetings with the sites will help us to identify aspects that can not be seen in brochures, websites or proposals and contracts.

Proposal and contract negotiation
MEETING CONSULTING will prepare detailed proposal with spreadsheets to include hotel description, availability, rates, images and lay-out of the meeting rooms, transportation estimates and access to airport, etc. After securing the site for your meeting, we will use our strong industry connections and buying power to negotiate the best available rate for sleeping rooms, meeting space, food and beverage, audio visual equipment and other services, including the possible complimentary nights, VIP upgrades and amenities.

On-site management and pre-conference meeting
Your meeting is important to us. During the planning process, MEETING CONSULTING will serve as a liaison between you, hotel staff, and other venues to oversee that the communication between the site and your meeting participants is flawless.

We will schedule a pre-conference meeting together with you and the site to make sure that all the details are finalized. This includes setting up master billing for meeting rooms and billing instructions for sleeping rooms, rooming list, reviewing banquet event orders and hotel resume for accuracy and any possible security needs.

On the morning of your first meeting date and during your meeting, we will oversee that the all other program details are followed and taken care of; suite and meeting room set-up, audio-visual requirements, registration/hospitality, food functions, on-site staff, transportation and special events.

MEETING CONSULTING will arrange and manage all participants land
transportation to and from the airports and during your stay to the off-site events.

Click here for VIP International, a travel service with airline tickets.

Off-site programs and events
Our strong industry contacts will secure discounted prices for your dinners,
musicals, sport events etc, including complimentary meals and tickets for
larger group reservations.