Aqua Blue Meetings
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Site and Hotel Analysis and Selection
Choosing the location and hotel that will be the key to a successful meeting is a critical first step in the meeting planning process. Aqua Blue Meetings works with you to understand the needs and budget of the group to provide options for consideration. In addition to price, these considerations can include climate, location, ease of access and property types that will be a good fit for the attendees. No matter what you are seeking, from small intimate group meetings to large conventions or incentives, the experience of our staff to include each and every consideration will save you time and money. As a professional meeting and event planning firm, we can usually offer this service at no cost to you.
Site Visit Coordination and Planning
We will provide a detailed site itinerary with information including contacts, inspection dates and times and a competitive strategy. If desired, we can accompany your on site visits to help ask the right questions and maximize the value package that can be negotiated for the meeting.
Contract Negotiation
Once a list of potential meeting sites has been narrowed down, we can help negotiate the best prices for overnight rooms and meeting rooms, food and beverage, payment terms, attrition clauses, concessions and exhibitor services. We can also negotiate contracts with destination management companies, air transport, airport transfers, optional events and speakers.
On-Site Meeting, Food and Beverage and Audio Visual Management
We can prepare for the PreConvention meeting, provide on-site food and beverage management, audio visual management and billing review to save clients money for small to large group meetings. This includes items such as menu selections, tastings and overseeing preparation, review and approval of the Banquet Event Orders (BEO's).
Pre-Event Planning
In advance of the meeting, we can handle registration, budgeting, manage the room block, prepare marketing materials to promote the event, design and print on-site materials, secure off-site venues, locate and purchase unique awards and gifts, design customized name badges and find speakers and entertainers.
Post Conference Management
As a professional meeting and event planning firm, we can assist with all post conference details including billing and BEO closeout. This can also include a detailed wrap-up: comparisons of actual versus final budget, meeting P&L and performance results.
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