Event And Travel Planning

A vital senior executive meeting? A gathering of middle managers to generate new ideas? A morale lifting team building event? A summer party or other seasonal events to treat your employees and encourage team spirit?

Our services team works with you from the beginning stages of planning your event to the actual happening of the event and post-event debrief. We have a strong and experienced team using top-notch AI-powered tools that will help you plan your virtual, hybrid or in-person meeting.

We will save you time and headaches while we ensure your event meets all its key objectives.

We will work on your schedule, we will follow your budget, we will relieve your stress and achieve your business goals. Specific to training events, we will help you define your training needs. For external training we research availability for you and your team(s).

Travel bookings

We offer a comprehensive AI solution for booking business trips, tailored to the specific needs of corporate travelers and organizations ensuring your travel is efficient and budget-friendly. With cost optimization supported by artificial intelligence, customer support, and an extensive partner network, we streamline the booking process, ensure compliance with travel policies, and provide tools for expense tracking. 

Event Timeline Coordination

Every meeting requires customization. We will guide you through the process and keep you on track.

  • Facilitate key stakeholders including the vision of the event and definition of what entails a successful outcome
  • Design the timeline and program of the event
  • Create a budget
  • Manage commitments and deadlines
  • Schedule team meetings
  • Periodic progress updates
  • Post-event debrief 

Vendor Selection & Negotiations

We work with you to understand your vision, goals, and networking requirements to select the right platform or venue and vendors to support the event. Assisted by AI tools, we can provide best options at a glance. We advocate to ensure your best interests are represented in the contracts surrounding your event. This  could include audiovisual providers, general services contractors, decorators, caterers, convention centers, hotels, transportation companies, and event technology companies.

 

  • Research and recommend locations and vendors  (platform, venue, housing)
  • Manage feedback, provide you comparisons and a summary of recommendations
  • Create and send out Requests for Proposals (RFPs) to potential vendors and manage the quotation process
  • Assist in negotiations of contracts
  • Monitor and address potential risks 
  • Confirm speakers and special guests

Attendee Management

We will manage the invitation process and follow up with the attendees front to end.

  • Inform attendees about the event and stay in touch through reminders
  • Manage attendee lists and administer any related fees and travel requirements
  • Administer directions, badges and access points