2. HPN Overview
• Who are we?
– Introduction
• HPN Services
– Site Selection and Hotel Contract Negotiations
– Full Service Event Management
• HPN Meeting Services
– Pre-Planning and On-Site Management
– Registration and Database Management
– Ground Transportation and Destination Management
– Production Services
– Theme Parties
– Team Building
– Keynote Speakers and Event Personalities
• HPN Pricing Commitment
• HPN Clients and Vendor Partnerships
3. Who Are We?
• HPN is an innovative full service meeting and event management
company comprised of a team of seasoned hospitality industry
professionals; each boasting 15-20 years of experience.
• The principals of HPN possess a broad base of knowledge
including operations, legal, finance, conference services, sales and
marketing. These areas of expertise position our organization as an
industry leader in providing overall meeting value.
• HPN offers a consultative approach to developing your meeting
and event. We take our knowledge and carefully chosen vendor
relationships and utilize them to maximize your overall meeting
“Experience”. Our unique approach of doing business, with
SERVICE and VALUE being the top priorities, separates our
company from the rest of the industry.
4. HPN Services: Site Selection & Contract Negotiations
HPN is the only site selection firm with centralized purchasing giving HPN
the volume buying power to save our clients time and money!
Traditional Sourcing HPN’s Sourcing/Purchasing
HOTEL
5. HPN Services: Site Selection & Contract Negotiations
• HPN utilizes its global purchasing power to secure and pass on significant rate
discounts to its clients
– 3rd largest placement volume firm since inception in 2002, placing over 800,000 rooms
worldwide annually
– Over $80 million annually in meeting contracts globally
– Site selection and contract negotiations at NO COST to you
– Only site selection firm utilizing centralized purchasing for more buying power
– Effective March 1, 2010: HPN Global with 290 meeting professionals in 45 countries
• HPN reviews your meeting & event requirements ensure the appropriate hotel is
selected to meet your expectations
– Hotel room blocks (single, double, suites and ADA requirements)
– Meeting or Event Space (attendance, seating configurations, AV considerations, attendee flow)
– Special events requiring specific locations (resort, downtown, golf, attractions, etc.)
– On-Site Amenities (Restaurants, Shops, Spa, Fitness Center, Business Center, etc)
• HPN’s extensive knowledge of the hotel and resort market ensures that your event is
placed at the right property at the best price.
– Minimized financial risk on cancellation & attrition terms
– Appropriate concessions customized to benefit your specific group needs
– Pre-negotiated contractual terms in place with several of the major chain hotels saving valuable time.
6. HPN Global
• HPN Global is the world’s most premier site selection and event management company
• Operating in 45 countries and growing
• Longstanding relationships with hoteliers at all levels (Corporate and International)
• Over 4,000 clients globally
• Home office and purchasing based in Scottsdale, Arizona
• Regional Headquarters in Asia, Europe and South America starting in 2010
7. HPN Services: Full Service Event Management
HPN extensively researches your requirements and history to ensure we
exceed your expectations and execute within your budget.
The HPN Process
Research Design Present Organize Execute
• Your Company • Program Theme and • Creative Concepts • Timelines and Critical • Coordinate On-site
• Your Customers and Message and Design Deadlines Vendors, Presenters
Competitors • Program Plan • Full Budget Review • Logistics Plan and and Staff for Seamless
• Your Business Goals • Event Outline and • Cost Saving Strategies Vendors Event Execution
and Objectives Budget • Weekly Meetings • Full On-Site Management
• Your Past Events and • Staging and Signage • Venue Reporting • World Class Customer
Programs Requirements Service
• Budget Management • On Time and On Budget
8. HPN Meeting Services: Pre-Planning & On-Site Management
HPN’s experienced on-site staff will coordinate and manage all logistical and hotel
requirements. HPN staff are involved from site selection to the final reconciliation
process and are well prepared to handle your meeting needs.
– Establish a meeting budget with clients and manage it throughout the meeting process
– Work with group registration to facilitate accurate reports
– Distribute appropriate information to hotel and other vendors
– Manage hotel cut-off dates and generate rooming lists
– Work with transportation vendors to coordinate transfers
– Prepare arrival and departure manifests
– Coordinate timing with hotel to ensure appropriate staffing levels for
arrival and attendee check-in
– Generate Banquet Event Orders and Group Resume with Hotel
– Coordinate audio visual requirements with appropriate vendors
– Oversee general session, meeting and break-out room set ups
– Supervise meal functions and events
– Coordinate destination services to include Theme Parties, Recreation & Tours,
– Entertainment and Off-site Events
– Ensure all aspects of VIP arrivals are set (amenities, room drop, etc)
– Monitor daily meeting budget and cross reference banquet checks
– Meet with hotel accounting for appropriate reconciliation
– Post conference billing and individual meeting reconciliation
9. HPN Meeting Services: Registration & Database Management
• Registration is a detailed and time
extensive process. HPN manages
these obstacles seamlessly to ensure
your attendees have a smooth and
enjoyable registration and meeting
experience.
• HPN will develop a custom Web-based
Registration Solution based on your
brand or event theme
• HPN’s registration solution allows you
to stay in touch with your attendees
through e-Marketing email campaigns
• Our custom developed registration
solutions save our clients thousands
of dollars by tracking attendance at
sessions, activities and F&B functions
• Tracking history for future planning
10. HPN Meeting Services: Airline Transportation
Pre-planning: Group air analysis is prepared as the first step
to demonstrate the current airfares and determine the best
travel service, routing, and/or lowest fares possible. There
are three air options:
– Individual Airline Reservation Process: The airline request is
researched and sent to the traveler to review and approve before
ticketing. The travelers’ special requests will be addressed at this
time and the Shamrock Travel Allocation implemented.
– Group Block Airline Reservation Process: A block of seats are
reserved with the airline and those options are offered to the
passengers. No deviations or changes are permitted on group blocks.
Ticket fares are locked in advance, airline inventory is removed from
open sales. Passenger names are provided to the airline by pre-
determined contracted deadlines.
– Charter Airline: An airline charter is contracted for a set fee. This
option is suggested if all attendees are traveling to and from the same
location on the same date and time. This is often not the most
economical fare option.
11. HPN Meeting Services: Ground Transportation
• Staff located at hotels and airports to greet your group and assist with airline check-in,
arrivals and hotel transfers
• Uniformed staff with two-way radio communication
• Assistance for physically challenged travelers
• Coordination of VIP transfer arrangements
• Coordination of offsite event and activity transfers
12. HPN Meeting Services: Destination Management
• Recreational activities
• Local tours and attractions
• Spouse activities
• Off-site events
• Restaurant Dine-Around’s
• Entertainment and Theme Parties
14. HPN Meeting Services: Production
• HPN’s creative design and production teams have planned world class events for
decades. Our teams will manage your budget and execute an event that will exceed
your expectations – on time and on budget.
– Theatrical show openings and closing
– Film and video production
– Scenic and stage design
– Sound and lighting design
– Audio visual management
– Talent procurement and management
– Script development and coaching
– Special FX, pyrotechnics and stunts
– Sponsor Visibility
– Décor and centerpieces
– Power point development and management
– Speaker management/green rooms
– Audience response systems
– Permits
20. HPN Fees
• Hotel Site Selection and Contract Negotiations
– FREE
– HPN is compensated by the Hotel with a placement fee
• Full Service Meeting Management Fees
– 5-15% for overall program management
– Travel expenses to include air, hotel & ground and per diem
• Web Based Registration and Management fees
– Set up fees $5,000 - $7,500 (based on standard programming requirements)
– $10.00 per person based on web registration
– $20.00 per person for Operator assisted registration (call-in, fax or mailed)
• Other Services (Off-site Events, Transportation, Creative Theme Development)
– HPN to provide all services at at cost plus 10% - 20%
• HPN Commitment
– Complete disclosure of all costs - open book accounting
23. Thank You
for your time and consideration.
After reviewing our presentation
We hope you will agree…
For great meetings
is the KEY!
We look forward to the opportunity
of working with your prestigious organization!
HPN – Saving you time and money while adding value to your meetings.
