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

Transportation

• 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