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As a full service incentive, meeting and event planning company, Meeting Trends
has the flexibility to offer customers a one-source planning solution or provide
them with specific, customized components of a program. Experience in planning any
size of program. From 20 to thousands of people, we will meet your every need.
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All of these attributes allow us to remain unique in today’s highly competitive
marketplace. Whatever the scope of our involvement, our goal is always the same;
to establish long-term partnerships with our clients based upon trust, confidence
and delivering exceptional service.
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Some of our outstanding services include:
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Destination Research and Selection
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- Meeting Trends provides detailed information regarding destination options most
suitable to the success of your program. We carefully consider your program objectives
and budget when making these recommendations.
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Internet Registration
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- Starcite Meeting View - Meeting Trends offers Starcite Meeting View, a robust
meeting management and registration application. This Internet-based tool can be
completely customized to fit the needs of your program. We provide password-protected
access to our customer contacts to generate real-time reports, which saves valuable
time and money by preventing the need for maintaining manual reports. Starcite Meeting
View offers an exceptionally powerful, flexible and user-friendly solution for all
of your meeting management and registration needs. Please visit a sample site at:
https://www.seeuthere.com/rsvp/invitation/invitation.asp?id=/m2625a25-469443792345
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Airfare Negotiations
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- Airfare negotiations - The Meeting Trends team will negotiate with the airlines
on behalf of our clients to obtain the optimum group discounts available for your
program. Rates can be negotiated with multiple carriers, including charter aircraft
upon request. An airfare analysis will be created upon request to be used as a budgeting
guideline when selecting your destination.
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Airfare Reservations
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- Airline reservations for attendee -The Group Travel Coordinators at Meeting
Trends can make airline reservations for the program attendees via Internet, e-mail
or by the attendee calling our toll free number. Our experienced team will be familiar
with your program and will offer travel options that coordinate with your event
schedule.
- Ticket delivery - Once ticketed, the airline reservations will be packaged
and distributed to a designated recipient selected by you or to each individual
traveler.
- Monitoring outbound flights - Meeting Trends will monitor each attendee’s
flight times for any delays, cancellations or early arrivals. If there are changes,
the appropriate people will be notified and adjustments will be made accordingly.
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Hotel Reservations
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- Hotel contract negotiations - Meeting Trends will negotiate with the hotel
on behalf of our clients to obtain the optimum group discount for sleeping rooms,
food and beverage and function space. Our experienced planners are pleased to negotiate
cost savings and value-added services with each property based upon the priorities
of each unique program.
- Hotel reservations for attendee and management of room block - Meeting Trends
will make hotel reservations for the program attendee’s via Internet, e-mail or
by the attendee calling our toll free number. We will also manage the hotel room
block on behalf of our clients.
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Ground Transportation Coordination
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- Meeting Trends will negotiate the best rate possible and contract with a ground
transportation company to arrange transfers for attendees between the airport, hotel
and any other applicable venues. Reports will be provided to the ground transportation
company to ensure they are aware of the arrival and departure flights and patterns
of the attendees.
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Program Management Components
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- Meeting and banquet facilities - Meeting Trends selects the most appropriate
function space available to ensure the success of your program. When selecting space,
we pay close attention to every detail of your program, including size, style and
the objective of your event.
- Food and beverage coordination - Meeting Trends will provide recommendations
and pricing for food and beverage options at each event based upon your program
needs. We will negotiate optimum menu price reductions whenever possible.
- Audio / visual coordination - Meeting Trends will work with the audio / visual
company to request and reserve any A.V. equipment needed for the success of your
program.
- Tours, special events and entertainment - Meeting Trends is well versed in
enhancing your program by developing customized itineraries, including; destination
tours, sporting events, recreational activities, corporate teambuilding exercises,
guest speakers and musicians, just to name a few. We are also well versed in planning
spouse or guest programs while your attendees participate in meetings.
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Comprehensive Reporting
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- Starcite Meeting View reports - Access 35 standard categories of Internet
based reports, with over 500 different query options for registration, housing and
meeting management. Unlimited ad hoc reports are available based upon your unique
program. Our client contacts will also have password-protected access to this reporting
functionality on the Internet 24 hours a day, seven days a week. Examples of these
reports include: attendee lists, rooming lists, name badge reports etc.
- eTTek Events flight manifests - At Meeting Trends we use an Internet based
application that works in conjunction with our airline GDS system to access the
attendee’s flight information and download it into a report. This report is distributed
to the ground transportation company to ensure proper transfers are reserved for
all attendees. The hotel utilizes this report to ensure they are adequately staffed
for peak check-in and departure times. Our client contacts can access this information
online with the proper passwords. These reports can be exported to Excel or printed
from the existing view for your convenience. Multiple sorting options are available.
The 4 primary reports are: complete itinerary (alpha), arrival manifest, departure
manifest and origination city report.
- BTA report - When applicable, Meeting Trends will provide a report of all
charges posted to the assigned BTA account upon completion of the program.
- Value added savings report - This post-program report details the cost saving
difference between the published airfare and the negotiated airfare.
- Ticket listing report - This post-program report indicates each traveler's
name and the ticket price paid.
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Marketing
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- Promotional campaign - Meeting Trends can develop a promotional campaign
around your meeting or incentive that is “right on target”. This is complete with
theme development, customized mailers and merchandise gift selection.
- Marketing material - Meeting Trends can produce marketing materials for your
program, including but not limited to – conference agenda, mailers, conference packets,
name badges, etc.
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Value Added Services
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- On-site coordinators - An experienced Meeting Trends team member will accompany
your group on-site throughout your entire program. This person is responsible for
providing support to all program participants and is a liaison between you and the
vendors to ensure every detail of your program is a success.
- After-hours Emergency Service - Customers of Meeting Trends are able to utilize
the services of our 24-hour service desk, 7 days per week, for after-hours emergencies.
- Review and audit final bills from vendors - Meeting Trends receives all of
the final invoices from the various vendors used throughout the program, including
hotel master accounts, ground transportation services, etc. We thoroughly review
these detailed invoices and search for any discrepancies. If necessary, we work
with the supplier to rectify any charges in question to ensure all expenses paid
by our clients are valid. Upon completion of the audit, Meeting Trends will forward
these invoices to the client along with a final invoice for the program.
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