MEETING PLANNING
Helping Hands Event Planning has a professional meeting planner on staff to assist you in making your meeting a success. HHEP can offer you the most cost-effective package of facilities and service providers. Because we are not paid staff with any supplier, our staff can objectively assess your contractual needs, helping you select and negotiate a contract with the venue that is perfect for your meeting or event. At the same time, our relationships and contacts help us get you the best pricing possible.
MEETING MANAGEMENT MEANS:
- Negotiating contracts vendors and suppliers and supervising them all on site
- Monitoring the sleeping room block usage and working with the hotel to ensure prompt reservation/confirmation services to attendees and tracking and documenting group sleeping room history
- Calculating and providing meeting meal attendance estimates for all meal and social functions, tracking food and beverage usage and incidentals
- Processing speaker and entertainment agreements and fees
- Working with the Host Committee to investigate companion activity options, contracting tours and required transportation, and assisting with the companion program.
- Serving as liaison between your company and all vendors
- Negotiating hotel and/or conventions center and meeting facility contracts
- Outlining all meeting details, including room set-ups and food/beverage requirements
- Guarantee the lowest price negotiations on your behalf
- Streamline all contractual agreements and summarize for customer convenience.