Today’s business environment is one of constant change. With cost cutting and corporate downsizing, managers have to learn how to do more with less; less time, less money and less people! It is only natural that they are now examining how their company spends its meeting dollars. Too often employees with little experience and no mechanism to negotiate volume discounts are handling this important function. That’s why progressive companies are turning to ADTRAV Meetings to plan and administer all the company events. We routinely save our customers thousands of dollars and hours of aggravation attempting to administer all the details of a meeting on their own. Backed by an experienced staff, user-friendly technology and a dedication to exceeding our customer’s expectations, ADTRAV Meetings makes the difference between simply meeting and meeting with success!
Why use ADTRAV Meetings?
Experienced Negotiators
We recognize that successful meetings start with asking the right questions.
Questions we can help you answer about the actual meeting:
- What is the objective of this meeting?
- What type of venue will be best suited to help achieve this objective?
- Who should attend this meeting?
And questions we will be asking as we negotiate the best possible contract with the various vendors:
- What items should be in every hotel or resort contract?
- Which hotels and destinations are most willing to negotiate?
- Should the meals and functions be held at the hotel or offsite?
- What are the cancellation and attrition penalties?
- Which airline offers the best schedules and lowest airfares?
Our experienced meeting planners not only know the questions to ask, but they know what the answers should be! This knowledge is what saves our customers thousands of dollars before the meeting even begins.
Site Selection
The next step in the meeting planning process is to choose the location and type of property that will best serve the needs of your group. The number of people attending and the specific goals of your meeting are just two of the factors considered when selecting a site. Other factors include the cost of the actual meeting space and accommodations, the cost of transportation to nearest airport, the condition of the banquet facilities, and most importantly the customer service attitude and flexibility of the hotel’s meeting services department. These are all factors that ADTRAV Meetings will evaluate before making a site recommendation.
Contract Negotiations
There are many details to a hotel contract that can be easily overlooked by company employees not experienced in hotel contract negotiations. There are penalties and hidden charges that can end up costing the company a great deal of money. One of the benefits of contracting with ADTRAV Meetings is that we perform a complete and careful review of the hotel contract. In addition, we will provide a summary of the key contract terms, conditions and penalties for your review. We know which contract provisions are negotiable and which are not. Contract negotiations are one of the most important aspects of any meeting. Once the contract is signed, the hotels become less willing to offer additional concessions.
Menu Selection
ADTRAV Meetings will assist in selecting the best meals for each type of meeting while mindful of the meeting budget. Our expertise is invaluable in reducing the overall cost of meals and assuring that quantities ordered are accurate and actually delivered. Once on-site, we will work closely with the catering manager to keep them updated on any changes or cancellations to help reduce the cost of unused meals.
On-Site Meeting Coordinator
The ADTRAV Meetings on-site coordinator will arrive at the hotel prior to your group to make certain that all final details are in place. On the day that your group is expected to arrive, the meeting coordinator will be located at the registration table for your attendees. Here, attendees will be personally welcomed to the meeting on your behalf. Additionally, they can pick up any materials, nametags, agendas, or information that they might need prior to the first meeting. It also allows them the opportunity to ask any questions about the area, their hotel room, or the meeting.
Prior to all meetings and scheduled functions, your on-site coordinator will be in the room to make certain that it is set up to your specifications and that everything detailed in the contract is actually delivered. This helps eliminate any oversights and additional charges for items not ordered. During the meeting, your coordinator will be set up outside of the room to assist with any additional needs. Whether it's to make photocopies or to have the temperature of the room adjusted, the on-site coordinator is there to assist you in whatever you need to make your meeting run as smooth as possible.