The Meeting Works: Services

	Site Selection * TMW conducts a survey of the site. TMW staff have first hand experience with several hundred properties, which often results in cost savings to our clients. * TMW will help determine the suitability of the facility. * TMW will establish the capabilities of both the facility and its personnel. * TMW will obtain accurate estimates of costs. * Following the completion of the survey, TMW prepares a detailed written report. * TMW will perform a cost analysis of all aspects involved in the successful implementation of the meeting plan and make appropriate recommendations to its client to ensure that the stated goals and objectives of the meeting are met as cost efficiently as possible. Back to Top
	Budget Planning Besides its other important benefits, the site survey is a critical factor in developing accurate and timely budgetary estimates. Once a budget has been approved by the client, it is the joint responsibility of The Meeting Works and its client to work within the budget. Any deviation or change in the meeting plan should be clearly noted and approved where it impacts the funds available for the project. Back to Top
	Vendor Negotiations One of The Meeting Works principal roles is to negotiate on its client’s behalf with all vendors relevant to the meeting. We will review all vendor contracts before they are submitted to the client for signature. The Meeting Works may recommend changes or modifications to vendor contracts to ensure vendors meet clients’ goals and objectives and that vendor performance conforms to sound industry practices. In the event complex issues are involved, The Meeting Works will recommend that the client’s counsel be consulted. Back to Top
	Air Transportation The Meeting Works offers complete air services in the United States and abroad through our affiliation with choice travel associates. Airline service needs are determined in the planning stages of the meeting and cost estimates projected based on the attendee profile, carrier negotiations, and type of travel arrangements requested. Cost can often be lower by contracting with a designated carrier, purchasing tickets in advance or including a Saturday night stay with the meeting or convention. Back to Top
	Meeting Registration The Meeting Works offers a wide variety of registration services both on and off-site. Some of these include the following: Prepare Registration Form, if the Invitee Profile Form does not incorporate this information Accept and deposit delegate payments according to client specifications and directions Handle all mail and phone-in registrations and inquiries Handle cancellations Handle bookings. Make air and hotel reservations Distribute tickets and other appropriate meeting materials Communicate travel confirmations to all attendees Provide contact point for registrations and inquiries. Up to the date of the event itself, we can provide phone coverage on either a full or part-time basis with the availability of incoming toll free 800 number service dedicated to the event as well as telephone facsimile and E-mail coverage for inquiries. This coverage helps to provide rapid, effective response to questions by potential meeting attendees. Design and implement customized pre-registration programs Handle on-site registration Assist in the production and distribution of both pre-registration and registration packets and other important information to meet precise client needs. Back to Top
	Creative DESIGN & PRODUCTION Meeting design based on the objectives is an essential, yet often overlooked, portion of meeting management. Theme and decor development must capture the essence of the meeting objectives and the theme should be carried through every aspect of the meeting including audiovisual production, speaker support, social events, signage to assist attendees, pre-meeting announcements, meeting news, and all follow-up communications. Often a meeting is but one event in a year that is themed for a twelve month period, thus effectively amortizing and increasing the value of production. Back to Top
	Communications & Production The Meeting Works will provide a full spectrum of Communications support to your meeting equation. Professional communicators will guide you in defining key messages and other critical points that need to be delivered to your audiences, as well as assist in the development, implementation and management of a comprehensive Meeting Communications Plan. Among the elements found in a typical Meeting Works Communications plan are: Pre-Meeting Communications Packages -- These are message intensive mailers designed to be distributed on as many as four different, agreed upon-dates, prior to a meeting launch. Packages include meeting announcements, relevant news releases and brochures, reading assignments, site logistics and agenda data, meeting policy and procedures. Varied forms of delivery can be used including: - Web site - E-mail - Special mailings - Voice Mail - On-Site Information Centers -- A totally equipped desk-top publishing center, custom tailored to deliver on-site daily information bulletins, newsletters, and, where appropriate, magazines, and brochures. Back to Top
	Post Meeting Assessments The Meeting Works can provide you with precise analysis and measurement tools to assess overall meeting performance as well as valuable audience response data. Results from our findings make possible candid and substantive recommendations for fine tuning your meeting equation and going forward. In addition, our communicators can partner with you when you need help in the design, development and production of meeting-specific documentation, binders, and other relevant meeting collateral. Back to Top
	Audiovisual Requirements The Meeting Works will handle all audiovisual requirements for a meeting, interfacing as necessary between the organizer, event speakers and audiovisual producers and technicians. Although audiovisual requirements for meetings are usually the same whether conducted in the United States or overseas, electrical equipment, slides, videotapes/DVD, computer graphics, and other specifications may be different. One of our responsibilities is to make sure that the audio and/or visual specifications are communicated in advance to meeting presenters and that a clear understanding of the client’s and meeting presenters’ and delegates’ expectations, needs and requirements have been communicated to the meeting site provider and its subcontractors, if any. A complete range of audiovisual production is available, including the possibility of multi-site communication interaction through video satellite capabilities and video recording. Back to Top
	Translation Services In some cases, conference speakers are more comfortable in presenting information in their native language. In other instances, presentations may require simultaneous translations in order to be understood by the attendees. Once the list of meeting presenters and attendees is finalized, The Meeting Works, if requested, will assist in securing appropriate translation services. We have extensive experience in satisfying the needs of the International business community and can draw upon interpretation, translation, and other resources as necessary to ensure a successful meeting. Back to Top
	Meeting Documentation TMW will review all meeting documentation containing reference to activities for which it is responsible and will assist, as required, in the preparation of meeting documentation for any event including invitations, sales, promotional or information brochures, registration forms, rooming lists, attendance lists, attendees’ kit, name badges, seating cards, and printed materials. Back to Top
	Meeting Reports One of TMW strengths is in developing reports customized for both the needs of the meeting and its organizers. These reports are communicated regularly to a distribution list determined by its client. Reports cover such areas as attendees, meeting logistics, meeting budgets, and financial results. Reports include: Travel Profile Service Where appropriate, The Meeting Works, working with its client, develops a Travel Profile Form customized to the needs of the meeting that is either sent to all invitees specifically identified by the client or is included in direct response media chosen by the client to promote and sell the event, if such is the meeting’s format. We generally recommend that such invitees return their completed form to us and we provide a copy to you. The purpose of this information is to ensure that we are fully familiar with the travel and rooming needs of meeting attendees. This information is also used to produce attendance rosters, rooming lists, and special delivery requirements and to identify workshops, tour and special event selections, and the like. Payment options, where appropriate and that are agreed upon with the client, can be presented in this form. Meeting Logistics Reports Customized computerized reports for airline arrivals and departures, hotel registration, ground transportation, special events, spouse/guest activity selections, and other customized reports are prepared according to the needs of the client. In addition, a meeting function sheet is generated for all meetings. The Meeting Works function sheet, explain in detail the needs for every aspect of the meeting on a time line basis and become the uniform document, from which every person involved in the meeting is operating and performing. Financial and Operational Reports A variety of financial and operational reports are provided that are customized to the client’s financial and operational needs. These include budget to actual comparisons and reports covering airfare, hotel, ground transportation, and other expense categories. We recognize that meetings may involve more than one client department or profit center and, thus, tailor reports to allocate costs among different client groups. Back to Top
	VIP Arrangements The Meeting Works will accommodate the client’s VIP requirements in all aspects of the meeting. Such arrangements may include guest privileges at airport lounges, VIP hotel accommodations, first class air travel and other amenities. VIP/Meeting Security is arranged as needed or desired. Personalization of a gift or other meeting momentous can be arranged. VIP’s are usually met by a host/hostess at their arriving gate at the airport. Back to Top
	Special Events The Meeting Works will recommend, plan, and implement all aspects of any special event(s) to be conducted on or off-site that takes place during the meeting. Our responsibilities encompass event site selection, food and beverage arrangements, transportation, entertainment and security. The Meeting Works selects experienced and reputable vendors to supplement its personal capabilities in areas. Back to Top
	Spouse / Guest Program The Meeting Works will recommend, plan and implement all aspects of any spouse/guest program to be conducted, on or off-site, during the meeting. Our responsibilities encompass site selection, food and beverage arrangements, transportation, entertainment, tour guides, etc. Back to Top
	Media Production Media is a multi-disciplined way of enhancing communications. The Meeting works has experience in recommending, producing, and staging all forms of media presentations, including slides, computer graphics, video (including panorama HDTV), and lasers. Media use must always be appropriate to the budget and communication support needs. The Meeting Works is prepared to recommend and produce the media best suited for each event including use of in-house cable television and video conferencing techniques. Back to Top
	Security The Meeting Works, in conjunction with the client’s and site’s security personnel, will advise on any security aspect relating to the event. We will engage professional security personnel to supplement those available at the site, if required and as agreed upon. Back to Top
	Focus Groups Designed to allocate specific information in a group format, focus groups, handled by The Meeting Works, deal with professional topics and are usually small (under 20 participants) in nature. Focus groups require/include: Preplanning of objectives Preparation of environment, group types Pre- design topics and questions Keeping discussions on topic Transcripts and organized feedback with conclusions, where requested Client follow up Back to Top

* TMW conducts a survey of the site. TMW staff have first hand experience with several hundred properties, which often results in cost savings to our clients.