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Activit!es becomes your partner, an extension of you team who acts under your direction. It’s like doing it in-house, only better. We make it so you can concentrate on the big picture and leave the details to us. Following are some of the things that we do best.
SITE SELECTION
Activit!es offers a non-commissioned, fee based, site selection service and will only accept commissions upon your direction. This provides our customers with a less expensive and unbiased selection process.
Qualification
Determine potential host cities based on your criteria;
Identify all possible venues including hotels, special event and unique options;
Research each potential property from information provided and remotely available;
Obtain detail pricing on rooms, space, F&B and all other potential cost sources from final qualifiers;
Consider availability, references, awards, service ratings, location, layout, guest rooms, meeting/function space, quality, accessibility, surrounding area, others in-house and more;
Provide detailed finding reports to [[Company:25]] that enable you to narrow down the big list.
Site Inspections
Establish an efficient travel and site inspection schedule;
Check mileage, travel time and accessibility to each location;
Meet with appropriate site personnel to ensure that they can deliver what is promised;
Conduct thorough inspections of all facilities and equipment to ensure all is clean, safe and adequate;
Understand staff ratios and levels of service;
Obtain all information required for detailed room diagrams and layouts.
Create hypothetical traffic flow, room layouts and tests;
Research emergency services including locations of fire department, ambulance, and police stations;
Review evacuation plans, maps and procedures;
Critique handicap accessibility per ADA;
Understand the ability to handle the decoration, production and audio-visual aspects of the event.
Negotiating & Contracting
Once the final host facility is selected, Activit!es begins the negotiation and contract process that is further defined below.
DIAGRAMS AND RENDERINGS
Activit!es transfers the findings of our site inspections to renderings and CADD drawings that accurately layout meeting and event spaces to scale. Drawings can depict:
Traffic patterns and parking;
Registration areas;
Meeting space;
Viewing and projection angles;
F&B service areas and equipment;
Sign placement;
Renderings that illustrate decorations, stage sets and room treatments;
All other elements to help visualize the event.
vendor selection
Activit!es works with the finest vendors in world. We utilize an exclusive, stringent screening, qualification and bid process that results in the best quality and value for [[Company:25]].
Qualification
Select vendors from our list of Preferred Partners;
Take advantage of our industry relationships with other planners for new suppliers that have a proven track record;
Require a minimum 3-bid competitive RFP process;
Check references;
Conduct interviews, auditions, site inspections, food & beverage samplings and staff observation.
Negotiating
Certified Meeting and Event managers professionally trained in negotiations;
Review all contractual information;
Negotiate the best possible costs and value on all products and services including rooming, food & beverage, engineering, space, travel, staff, etc.;
Contracting
Construct/revise terms of a favorable contract;
Upon client’s direction, sign contract on client’s behalf.
Quality Control
Provide written Job Descriptions and/or Service Expectation Outlines;
Performance evaluations are conducted on each vendor at multiple stages on every project;
All information is analyzed when conducting routine evaluations of that vendor;
Critique after every program using our Post Evaluation Report;
Conduct biannual formal evaluations.
management and Staff
Our staff is with you from concept to on-site and beyond. What you get when you hire Activit!es is:
Highly trained design, management and production specialists;
Fun, exciting and energetic staff that love what they do;
People with a can-do anything attitude;
Partners that are easy to get along with and ensure your success;
Certified Meeting and Event Professionals;
Further description of the structure and actual staff that we will provide for this project is found under Products and Support in the next section.
registration
Activit!es works with its customers to determine the best system and process for registering your attendees. Possible options include:
Electronic registration on your website or ours;
Fax and faxback;
Snail-mail;
E-mail;
Working with third party E-providers such as B-there.
Staffed phone banks, 800 lines;
Personalized phone follow-up.
facility management
Activit!es guides and directs hotels, conference centers, resorts, convention centers and all types unique venues. Activit!es is accountable for:
Rooming - manage room block, reservations and front desk operations;
Meeting, Function Rooms and Operations Center – secure dates and times each room will be in use, coordinating all meeting room assignments, designs and set-ups, insure all rooms have required power, audio visual equipment, etc.;
Staff – coordinate all management, staff and union officials;
Rentals – arrange for all equipment and insure the proper installations and strike;
Custodial Services – Activit!es will coordinate the clean up and removal of trash and recyclables as required;
Engineering, Facility Managers – oversee grounds, building, utilities including the proper distribution of power;
Housing – manage all processes associated with room block;
Meetings – conduct pre-convention and staff meetings;
Review, audit and approve invoices for payment made by us or [[Company:25]].
food and beverage
Activit!es will:
Design menus for customer approval,
Negotiate advantageous serving amounts, prices, guarantees and staffing levels;
Track dietary and other special needs and ensure proper service to guests;
Design service systems and stations to ensure excellent service;
Oversee setup, service, crowd control, food replenishment and strike;
travel
Activit!es provides air arrangements and ticketing through our strategic partner or can work with your agency. Activit!es will:
Use dedicated, professional travel representatives;
Provide toll free phone service 24/7;
Offer productivity tickets, zone and contract fares;
Secure upgrades, discounted car rentals and other perks;
Accommodate e-ticketing and advanced seat assignments;
Disperse and collect travel arrangements for all attendees;
Coordinate with travel services a beneficial room stay/travel schedule for attendees;
Facilitate calls based on any deviations to the itinerary;
Follow-up with those attendees delinquent on travel arrangements;
Save you time and money.
ground transportation
Activit!es provides a variety of vehicles, designs and manages effective ground transportation systems.
The System
We start with our Exclusive Vendor Selection process
Design routes, vehicles and groups for cost effectiveness or VIP service;
Provide dedicated on-site management and qualified dispatchers;
Employ professional, knowledgeable and courteous Meet ‘n Greet;
Utilize communications systems consisting of radios, cell phones and live wireless links.
Vehicle Options
Limousines
Executive coaches
Vans
Sedans
Motor coaches
Stretch SUV’s
High sports and foreign cars
Hotel shuttles
Boats
Trains
Administrative
Facilities, government entities, and others may require that permits, insurance certificates and other documentation is required to work in or around a particular venue. We will determine what permits are required and include the cost of the permits and securing them in our budget.
Activit!es carries general liability, vehicle and workmen’s compensation insurance.
Reporting
Activit!es provides you with detailed reports so that you know what is going on at all times. Our reports clarify & confirm information, save money, and let you experience your event before it ever happens.

A predetermination of required reports will enable us to provide any information you deem necessary, although unforeseen need for data is not a problem. These reports can include, but do not limit us to the following:
Status
Food and Beverage
Rooming Lists
Travel/Transportation Manifests
Timelines
Registration Fee Tracking
Client Change Orders
Post Evaluation
accounting and auditing
Activit!es will provide a complete audit on all invoices relating to our areas of involvement. Each invoice will be checked and approved and paid by us or forwarded to [[Contact:26]] for payment.
Union
Activit!es works with unions when it’s recommended. Each union has unique rules, regulations, policies and pricing. We gather this information, review sample contracts and estimate what Union services will cost. We utilize Union help to “shadow” our staff whenever and wherever possible.
management of other products
Activit!es takes complete responsibility for every product or service it provides. We also do the same for any product or service that our client would like us to manage. This responsibility covers entertainment, decorations, security, speaker coordination, audiovisual, collateral materials, any other item listed in the following Produce It section. All include: Activit!es exclusive Vendor Selection Process; Experience and intimate knowledge of each discipline; A total interface between vendors and [[Company:25]]; Scheduling and coordination;