Details, details, details. Outsources has an eye for them all.

And it begins at the first planning meeting. Our staff reviews the scope of work and clarifies your specific requirements.  Subsequent joint planning meetings may be held as often as needed to share updates and activity status.   Here’s a guide summarizing the general progression of each planning phase:

1. Begin solicitation and RFP development for prices with audio-visual companies and other vendors. Make recommendations that best support your budget.
    
2. Conduct meeting site inspection (months out) to view current hotel(s) condition(s) and room locations in reference to meetings and exhibits. Meet with convention service staff, hotel catering, airlines, audio-visual company, rental car agency, transportation company, staffing company for registration area and any other persons or organizations having an effect on the meeting.
    
3. Determine the needs of any affiliated organizations meeting during the same time frame, securing their space if needed. Send all contact information to the designated individuals.
    
4. Confirm (in writing) your designated speakers and obtain room setup requirements along with audio-visual and handout materials. Acquire release forms for guest speakers, if taping is requested.
    
5. Finalize meeting room assignments and setup arrangements with the hotel. Ensure the appropriate space is set aside, maintaining the best flow for your meeting and ascertaining that all sessions are in rooms conducive to learning.  Plan and order welcome and directional signage.
    
6. Coordinate with your audio-visual and production company as necessary to ensure smooth production of all sessions. Securing special setups, if needed.
    
7. Monitor your guestroom block and cut-off dates and track pick-up to show pattern of peaks and valleys. Frequently, tracking can become quite useful in negotiating rates for future dates.

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