Meetings and Event Planning

Meetings & Event Planning done right, that's what we do. There are 6 major tasks involved to have a great meeting. Anybody can organizing and conduct a meeting, but if you want to have a meeting that gets you recognized by your boss, peers, clients and associates you have come to the right place.

1. Hire Group Sales USA
2. Evaluate - let us perform our site selection process and gather all the pertinent information.
   • Hotel Amenities
   • Ability to display banners/signage/directional signs.
   • Any restrictions to displaying event information.
   • Availability of concierge/information desks.
   • On-site business center and office services (request list & prices).
   • Shipping and receiving services requirements.
   • House phones in meeting rooms
3. View the Facilities (step 2 in site Selection)
   • Condition of the grounds and parking.
   • Condition of carpet, paint, and decor.
   • Condition and appropriately sized draperies/skirting.
   • Adequate room size and capacity to hold event.
   • Flexibility to adjust room layout/tables.
   • No visual obstructions within room.
   • Indoor lighting (flexibility to adjust/dim sections).
   • Ability to control natural light.
   • Limited noise distractions in hallways/behind walls.
   • Event room away from kitchen.
   • Nearby restroom access.
   • Nearby medical access.
4. Inquire about audio/visual & equipment.Nearly every event incorporates one or more elements of A/V. Confirm the availability of each of the following:
   • High speed Internet access (wired/wireless).
   • Microphones: lavaliere system and standing (# needed).
   • LCD projectors and hand-held remotes.
   • Appropriate screen sizes and draping options.
   • Flat screen monitors, TV screens for video needs.
   • Easels, white boards and supplies.
   • Outlets (# and locations throughout room).
5. Explore all catering options. I can't stress enough the importance of selecting the right food and beverage for an event. Your venue sales manager will have great suggestions, but event planners should make sure they know the full range of choices. I suggest confirming the following:
   • Full service on-site kitchen operation.
   • Detailed menu & serving options.
   • Meet the executive chef if possible.
   • Taste test the menu you're considering.
6. Document your budget.Compile all expense items, including the following:
   • Meeting facility costs.
   • Catering costs.
   • A/V & equipment rental costs.
   • Office services costs.
   • Guarantee policy & Attrition Clauses
   • Complimentary rooms & services.
   • Concessions
   • Payment options.

At Group Sales USA this is our livelihood and we leave no stone unturned to ensure your programs success. Give us a call today and put us to work. You are under no obligation to use our options and you will never receive a bill for our services.