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Concept Development
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Event Programming
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Site Selection
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Guest Speakers
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Rest and Recreation
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Team Building
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We Make It Happen!
Event
Solution
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Implementation |
Planning Component |
Notes/Responsibilities |
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Campaign
Management 1st
Mailer to attendees, “Save the Date” 2nd
Mail Program Overview/Flyer with Fax Back Response Mechanism 3rd
Mail Program Invitation with Response Mechanism |
Develop, design & print attendee postcard, overview and invitation
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ESI to create, print and facilitate direct mail to attendees Client to provide mail list
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| Phone Calls begin after 2nd mailer – ongoing | Follow-up confirmation calls to confirmed attendees | Average 2-3 phone calls per attendee |
| Manage & Compile Rooming List in Excel format – ongoing | Compile data base from attendee response | Weekly updates to Client and Hotel |
| Develop Meeting Materials | Develop agenda binder, bios, literature, evaluations, collateral, name badges and signage | |
| Distribute preliminary materials to attendees | ||
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Content
Development; |
Assist client with program format, coordinate Meeting Faculty and Speakers |
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| Site Selection | Request for Proposal | ESI will process through hotels and will follow-up with recommendations to Client |
| Meeting Specifications | Write and configure meeting specifications for Hotel, review resume and banquet event orders | |
| Meeting Logistics |
On-Site Support Management Team arrives 1-2 days prior to meeting, Hotel precon, inventory and distribute meeting materials, set General Session, staff hospitality desk |
Professional on-site staff members on program dates |
| R & R or Off-site Activities | Arrange Spa appointments, tours and golf tee times | Option(s) to be included with invitation |
| Amenities and Room Drops | ESI to present corporate gift catalog to Client | |
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Ground Transportation Executive Mini Coaches Meet and Greet Staff |
Airport
Sedan Transfer VIP Transfers
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Manifest preparation |
Event Solution
International
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