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Meeting Alliance Opportunities & Capabilities Document 11 10
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Meeting Alliance Opportunities & Capabilities Document 11 10


Our Services for you!

Our Services for you!

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  • 1. Why Me? After nearly 20 yrs in Hotel Sales & Operations, I can assure you my work ethic and integrity is of the highest caliber…and Meeting Alliance is where I belong! Why Meeting Alliance? 11 years young, its reputation and accomplishments far surpass the other companies in our “space”. We care tremendously about our Service to our clients…we are Fair, Smart, Experienced, (and downright fun to partner with)! We drive Value and believe all relationships need attention to be long- term…simple but powerful philosophies that have been the backbone of our success! Why Now? People, I dare say, all of us, are tasked with more & more each day…sometimes there just isn’t enough time! Our partnership immediately increases efficiencies, minimizes operating costs (our Sourcing service is FREE! And you get a TEAM of some of the most tremendous, experienced professionals in the business!), and mitigates risk. What can I help make a little bit more EZ for you? Eduardo Z (EZ) at Meeting Alliance Contact – 609-208-1908 ext 122
  • 2. Introduction Overview Meeting Alliance is a full-service meeting and event management company specializing in the logistical planning, execution and evaluation of meetings and events for corporate clients worldwide We maintain a steady and consistent growth in client roster, corporate staff, revenue, and meeting complexity. The foundation of our business has been built On the concept of exceptional client service We are quality driven, responsive, detail-oriented and flexible. We are headquartered in Robbinsville, New Jersey, approximately 50 miles from both Philadelphia and New York City. Our core business focuses on three things: 1) The logistical planning and the execution of various meeting types:  Management Meetings  Incentive Travel Programs  Investigator Meetings  Training Programs  Product Launches  Virtual Meetings  Webcasts  District Meetings  Regional/National Sales Meetings  New Hire Training Meetings  Executive/Leadership Meetings  Award/Recognition Programs  Client Events 2) Sourcing & Venue Contracting on your behalf, at no cost! 3) Strategic Meetings Management Consulting & Implementation We are experienced in planning meetings that are smaller in scope and size as well as more complex, layered meetings that have an attendance of over 3,000. We remain current with all technology-based tools available in our industry. We are experts in the StarCite family of web-based technology for registration, reporting, data management, virtual meetings, web casts, sourcing and savings/expense tracking.
  • 3. Services We perform full-service capabilities from planning to execution throughout the United States and worldwide. We have operated programs in every Tier 1 city and most Tier 2 cities in the US and Internationally Our capabilities include: In-house  Hotel/venue sourcing and selection (at no cost)  Destination and site selection (at no cost)  Hotel contracts and negotiation (at no cost)  Budget development and analysis  Initial program  Program website development  Program registration including web-based registration  Development of program agenda  Develop meeting room and breakout room matrix  Design and coordinate off-premise special events  On-site staffing  Develop and manage program Time and Event schedule  Manage all aspects of program on-site  Update budget throughout program planning and execution  Manage VIP’s  Manage execution of catering and food quality during program  Attendee list management  Manage all General Session and breakout rooms  Distribution of program printed materials  Registration and hospitality on-site  Menus and meal plans  Attendee special needs including dietary restrictions and mobility Outsourced to Meeting Alliance Strategic partners  Air and ground travel  Production  Audio-Visual  Graphics/Printing  Ground transportation  Amenities  Security  Décor/Event Creation  Team Building  Branding
  • 4. Services Process Descriptions Sourcing  Review destination based on past experience and program needs  Check availability of hotels in destination areas  Review any potential competitors at desired hotels  Negotiate contract with Hotel, DMC, and other selected vendors  Check venue availability outside property selected  Negotiate hotel contracts  Use of Marketplace software for tracking and lead generation Budgets  Review program to develop specific needs  Develop budget to include all facets of program  Provide timeline of events in preparation of program  On-going budget management and updates throughout planning process Client Service  Set up monthly or weekly conference calls to deliver status of planning process  Daily communication via telephone or email to receive up-to-date meeting direction from client or content manager Hotel Coordination  Establish master billing  Check attrition clauses and other critical dates  Creation and management of Time & Events Schedule (Detail Conference logistics, including meeting room set-ups and banquet needs)  Coordinate Food and Beverage requirements Ground Transportation  Contact DMC for all transportation needs  Coordinate vehicles  Provide Arrival/Departure lists to DMC (supplied by client’s preferred travel partner)  Define specific VIP transportation services  Arrange luggage coordination and transportation manifests  Arrange off-site venues for special events, if applicable
  • 5. Services Registration  Create and design Web Registration Site and manage invitation process  Create mailing lists and other pertinent program lists  Maintain and manage database and pertinent lists Off-Site Event Coordination  Research and suggestions for possible event locations  All aspects related to execution – menu management, transportation coordination, décor, etc.  Dine-Around restaurant and transportation coordination Business Meeting Assistance  Review all A/V requirements  Coordinate speaker requirements  Provide assistance with speakers and entertainment when needed  Order signage and meeting-related material  Define office requirements and order equipment  Send printed material and office supplies to on-site staff  Creation, layout and printing of name badges, agenda and breakout schedules  Coordination of pre-trip mailings On-Site Staffing  Determine the appropriate number of on-site support staff  Contract and supporting paperwork  Provide pre-trip meeting information and direction  Daily rate and per diem payments Final Billing  Itemize bill by line items  Final bill to meeting host within 45 days of program conclusion  Provide detailed back-up data to support statement  Cost Savings tracking  Cost analysis/comparison of budget to actual figures  Update Meeting View with final costs, benchmarks, and savings  Upload final budgets into Mercury when applicable
  • 6. Services On-Site Management  Rooming List Management  Shipping & Receiving of all materials  Sign & Banner Coordination  Registration/Hospitality Desk Management  On-Site Business Office  Meeting Space Coordination  Food & Beverage Management  General Managerial Responsibilities Post Program  Program Review Meeting  Budget Reconciliation Binder Presented  Program Evaluations Analyzed Industry Accolades
  • 7. Services On-Site Management  Rooming List Management  Shipping & Receiving of all materials  Sign & Banner Coordination  Registration/Hospitality Desk Management  On-Site Business Office  Meeting Space Coordination  Food & Beverage Management  General Managerial Responsibilities Post Program  Program Review Meeting  Budget Reconciliation Binder Presented  Program Evaluations Analyzed Industry Accolades