Professional Meeting Planning Services Menu of Services

Professional Meeting Planning Services – Menu of Services Discover Kodiak offers Professional Meeting Planning Services. This is a fee based service. Site Selection and Reservations:  meeting rooms  receptions  meals  lodging  exhibit space Negotiate Contracts/Rates for:  meeting/event space  room blocks at local accommodations  meal functions  media technology equipment and services  exhibitor space  local transportation, parking Website:  assist with design and development of custom website (one-time additional fee of $500)  produce and post website text  manage timely updates to website Budget and Financial Management:  develop program budget  invoice and process sponsorships  provide final report of program income and expenses Travel, Lodging, Transportation, and Parking for Attendees:  provide travel and lodging information for website  secure and manage hotel room block  arrange for local shuttles, if required Speaker/Presenter Needs:  assist with speaker travel and lodging arrangements  communicate with speakers regarding audiovisual and technical needs, and place orders  facilitate paperwork and delivery of speaker honorariums Catering:  advise on menu planning and liaison with on-site catering manager  advise on catering set-ups and service styles  place catering orders  confirm final catering counts Instructional Technology:  determine/advise on A/V needs  order A/V and instructional media equipment and services  liaison with A/V department onsite during event Conferee Amenities and Materials:  create and coordinate printing and distribution of handout documents  assemble conference packets Graphic Design and Printing:  liaison with graphic design for branding event  Coordinate conference amenity printing (tote bags, folders, pens, etc.) Program Book:  coordinate production of cover design, program schedule (at-a-glance, matrix), chair welcome letter, speaker bios, sponsor logos, local information text, venue and area maps, facility information, next conference information, etc.

Tours:  research, plan, contract, and oversee up to two conference sponsored tours  order tour event tickets and meal functions as required  arrange and oversee transportation Onsite Event Management:  facilitate delivery of event materials to site  liaise with onsite setup, catering, and A/V staff on behalf of conference  check room setups and technical equipment requirements prior to event start  problem solve any operational problems that crop up  serve as local information source and venue host Evaluation and Follow-up:  print and distribute follow-up surveys  provide detailed financial report