Complex Events Planning: Package C (Group of 20+)

Details Description

Identify Client Objectives & Goals:

• Conduct in-depth discussions with the client to understand the purpose, objectives, and desired outcomes of the event.
• Clarify specific goals such as networking, education, promotion, or celebration to tailor the event planning process accordingly.

Propose Appropriate Venues in Line with Budget:

• Research and recommend venue options that align with the client’s budget, event size, and logistical requirements.
• Consider factors such as location, capacity, facilities, ambiance, and accessibility for attendees.

Propose Creative Event Solutions:

• Brainstorm and present innovative event concepts and themes that reflect the client’s brand and objectives.
• Offer creative ideas for entertainment, activities, and interactive experiences to engage attendees and achieve event goals.

Group Accommodation Arrangement:

• Coordinate group accommodation bookings for event attendees, speakers, and VIPs.
• Negotiate competitive rates and secure room blocks at hotels or resorts near the event venue, ensuring comfort and convenience for participants.

Transportation Arrangement and Change Management:

• Arrange comprehensive transportation logistics including airport transfers, shuttle services, and local transportation for attendees.
• Implement effective change management protocols to accommodate any last-minute changes or adjustments in transportation schedules.

Air Travel Arrangement (if required):

• Facilitate flight bookings for attendees, speakers, and event staff as needed.
• Coordinate with airlines to manage group bookings, seat preferences, and special requirements, ensuring seamless travel arrangements.

Meal Arrangement (Breakfast / Lunch / Dinner):

• Plan and organize catering services for all meal requirements during the event, including breakfasts, lunches, dinners, and coffee breaks.
• Customize menus to accommodate dietary preferences, allergies, and cultural considerations of attendees.

Organize Event Branding and Décor (if required):

• Develop a cohesive branding strategy incorporating logo design, signage, banners, and promotional materials aligned with the event theme.
• Collaborate with decorators and designers to create visually appealing décor elements that enhance the event ambiance and reinforce brand identity.

Audio Visual and Stage Management:

• Provide comprehensive audio-visual solutions tailored to the event’s technical requirements and program agenda.
• Manage stage design, lighting, sound systems, projectors, screens, and podiums to ensure flawless presentations and performances.

Attendee Management and Onsite Support:

• Implement efficient attendee registration and check-in processes using advanced event management software.
• Deploy dedicated onsite staff to provide logistical support, address attendee inquiries, manage sessions, and ensure a smooth and enjoyable experience for all participants.

Does not include:

Passthrough cost for all required services