Sample Services


Regardless of the size of scope of your program, Stellar Events can enhance the success of your meeting by providing the following services:


Site Selection (always complimentary)

  • Research sites

  • Negotiate contracts

  • Negotiate concessions

  • Develop meeting specs (sleeping rooms and meeting/event space)

Site Inspection

  • Coordinate site inspection and arrange for complimentary accommodations and additional services such as transfers and off−property tours, which will be negotiated as complimentary whenever possible.

  • Escort site inspection


Budget Management

  • Develop operating budget

  • Monitor all expenditures against approved budget & notify of discrepancies

  • Prepare updated budget based on actualized expenses on regular basis

  • Process all supplier payments


Meeting Timeline

  • Develop detailed timetable (identify tasks, responsible parties and completion dates)

  • Manage calendar (contracts, deposits, mailings)

Sponsorship Solicitation

  • Create custom sponsorship programs to help clients meet strategic financial goals

  • Develop sponsorship packages and distribute to potential sponsors

  • Communicate with potential sponsors to determine goals and budget, to match them with appropriate sponsorship opportunity

  • Serve as on-site Sponsorship Concierge to ensure client and sponsor satisfaction

  • Create post -event evaluation to assess sponsor satisfaction and ROI

Pre-Meeting Promotion

  • Develop program theme and logo

  • Develop marketing pieces with a graphic designer

  • Develop promotional mailings

  • Coordinate mailings to attendees’ – either electronic or postal

  • Research & develop “Program of Events” guide book

Meeting Registration

  • Create and manage online registration form

  • Generate weekly status reports (registrations received, registrations processed)

  • Generate attendee lists

  • Create name badges

Attendee List Management
  • Maintain attendee database
  • Coordinate hotel room block
  • Coordinate VIP list for suites, amenities, upgrades, deliveries and special seating at events

Program Development

  • Coordinate on−site agenda with all interested parties

  • Organize all entertainment, activities, special events, and décor

  • Coordinate shipments

  • Direct room setup

  • Develop signage and banners (directional, sponsors, session/event, agenda)

  • Direct on−site placement of signage and banners

  • Suggest and order gifts

On-Site Registration/Hospitality Desk Staff

  • Manage registration area setup and operations

  • Manage hospitality desk with dedicated staff of Trip Directors, who supervise all aspects of program and assist attendees.

Food & Beverage

  • Select menus for all functions and breaks and manage banquet event orders

Hotel Coordination

  • Monitor arrival & departure manifests to coordinate check−in, check−out and ground transportation

  • Coordinate and attend pre−con and post−con meetings

  • Supervise room deliveries

  • Oversee departure notices and baggage handling/storage/pulls

  • Process airline ticketing
  • Generate arrival and departure manifests
  • Monitor arrival & departure manifests to coordinate check-in, check-out and ground transportation
  • Direct all on-site ground transportation

  • Oversee departure notices and baggage handling/storage/pulls

Meeting Reconciliation

  • Create & distribute meeting evaluation forms if desired

  • Audit master bill for accuracy

  • Deliver audited master bill for final payment