More than Just Lines on a Map: Best Practices for U.S Bike Routes
Meeting Alliance Opportunities & Capabilities Document 11 10
1. Why Me?
After nearly 20 yrs in Hotel Sales & Operations, I can assure you my work ethic
and integrity is of the highest caliber…and Meeting Alliance is where I
belong!
Why Meeting Alliance?
11 years young, its reputation and accomplishments far surpass the other
companies in our “space”. We care tremendously about our Service to our
clients…we are Fair, Smart, Experienced, (and downright fun to partner
with)! We drive Value and believe all relationships need attention to be long-
term…simple but powerful philosophies that have been the backbone of our
success!
Why Now?
People, I dare say, all of us, are tasked with more & more each day…sometimes
there just isn’t enough time! Our partnership immediately increases
efficiencies, minimizes operating costs (our Sourcing service is FREE! And you get
a TEAM of some of the most tremendous, experienced professionals in the
business!), and mitigates risk.
What can I help make a little bit more EZ for you?
Eduardo Z (EZ) at Meeting Alliance
Contact – EZ@MeetingAlliance.com
609-208-1908 ext 122
2. Introduction
Overview
Meeting Alliance is a full-service meeting and event management company
specializing in the logistical planning, execution and evaluation of meetings and
events for corporate clients worldwide
We maintain a steady and consistent growth in client roster, corporate staff,
revenue, and meeting complexity.
The foundation of our business has been built
On the concept of exceptional client service
We are quality driven, responsive, detail-oriented and flexible.
We are headquartered in Robbinsville, New Jersey, approximately 50 miles from
both Philadelphia and New York City.
Our core business focuses on three things:
1) The logistical planning and the execution of various meeting types:
Management Meetings
Incentive Travel Programs
Investigator Meetings
Training Programs
Product Launches
Virtual Meetings
Webcasts
District Meetings
Regional/National Sales Meetings
New Hire Training Meetings
Executive/Leadership Meetings
Award/Recognition Programs
Client Events
2) Sourcing & Venue Contracting on your behalf, at no cost!
3) Strategic Meetings Management Consulting & Implementation
We are experienced in planning meetings that are smaller in scope and size as
well as more complex, layered meetings that have an attendance of over 3,000.
We remain current with all technology-based tools available in our industry. We
are experts in the StarCite family of web-based technology for registration,
reporting, data management, virtual meetings, web casts, sourcing and
savings/expense tracking.
3. Services
We perform full-service capabilities from planning to execution throughout the
United States and worldwide. We have operated programs in every Tier 1 city
and most Tier 2 cities in the US and Internationally
Our capabilities include:
In-house
Hotel/venue sourcing and selection (at no cost)
Destination and site selection (at no cost)
Hotel contracts and negotiation (at no cost)
Budget development and analysis
Initial program
Program website development
Program registration including web-based registration
Development of program agenda
Develop meeting room and breakout room matrix
Design and coordinate off-premise special events
On-site staffing
Develop and manage program Time and Event schedule
Manage all aspects of program on-site
Update budget throughout program planning and execution
Manage VIP’s
Manage execution of catering and food quality during program
Attendee list management
Manage all General Session and breakout rooms
Distribution of program printed materials
Registration and hospitality on-site
Menus and meal plans
Attendee special needs including dietary restrictions and mobility
Outsourced to Meeting Alliance Strategic partners
Air and ground travel
Production
Audio-Visual
Graphics/Printing
Ground transportation
Amenities
Security
Décor/Event Creation
Team Building
Branding
4. Services
Process Descriptions
Sourcing
Review destination based on past experience and program needs
Check availability of hotels in destination areas
Review any potential competitors at desired hotels
Negotiate contract with Hotel, DMC, and other selected vendors
Check venue availability outside property selected
Negotiate hotel contracts
Use of Marketplace software for tracking and lead generation
Budgets
Review program to develop specific needs
Develop budget to include all facets of program
Provide timeline of events in preparation of program
On-going budget management and updates throughout planning process
Client Service
Set up monthly or weekly conference calls to deliver status of planning
process
Daily communication via telephone or email to receive up-to-date meeting
direction from client or content manager
Hotel Coordination
Establish master billing
Check attrition clauses and other critical dates
Creation and management of Time & Events Schedule (Detail Conference
logistics, including meeting room set-ups and banquet needs)
Coordinate Food and Beverage requirements
Ground Transportation
Contact DMC for all transportation needs
Coordinate vehicles
Provide Arrival/Departure lists to DMC (supplied by client’s preferred travel
partner)
Define specific VIP transportation services
Arrange luggage coordination and transportation manifests
Arrange off-site venues for special events, if applicable
5. Services
Registration
Create and design Web Registration Site and manage invitation process
Create mailing lists and other pertinent program lists
Maintain and manage database and pertinent lists
Off-Site Event Coordination
Research and suggestions for possible event locations
All aspects related to execution – menu management, transportation
coordination, décor, etc.
Dine-Around restaurant and transportation coordination
Business Meeting Assistance
Review all A/V requirements
Coordinate speaker requirements
Provide assistance with speakers and entertainment when needed
Order signage and meeting-related material
Define office requirements and order equipment
Send printed material and office supplies to on-site staff
Creation, layout and printing of name badges, agenda and breakout
schedules
Coordination of pre-trip mailings
On-Site Staffing
Determine the appropriate number of on-site support staff
Contract and supporting paperwork
Provide pre-trip meeting information and direction
Daily rate and per diem payments
Final Billing
Itemize bill by line items
Final bill to meeting host within 45 days of program conclusion
Provide detailed back-up data to support statement
Cost Savings tracking
Cost analysis/comparison of budget to actual figures
Update Meeting View with final costs, benchmarks, and savings
Upload final budgets into Mercury when applicable
6. Services
On-Site Management
Rooming List Management
Shipping & Receiving of all materials
Sign & Banner Coordination
Registration/Hospitality Desk Management
On-Site Business Office
Meeting Space Coordination
Food & Beverage Management
General Managerial Responsibilities
Post Program
Program Review Meeting
Budget Reconciliation Binder Presented
Program Evaluations Analyzed
Industry Accolades
7. Services
On-Site Management
Rooming List Management
Shipping & Receiving of all materials
Sign & Banner Coordination
Registration/Hospitality Desk Management
On-Site Business Office
Meeting Space Coordination
Food & Beverage Management
General Managerial Responsibilities
Post Program
Program Review Meeting
Budget Reconciliation Binder Presented
Program Evaluations Analyzed
Industry Accolades