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Program Logistics
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SITE SELECTION/CONTRACT NEGOTATIONS
Our Conference Managers have years of experience in the hotel and meeting planning industries and are able to advise and make recommendations based on that experience. Hotels know us as a credible company and our reputation in the industry assures favorable pricing for our clients.
- Services are provided at NO cost to client. We are compensated on a commission bases directly from the hotel
- All we need to get started are program specs, date range, destination preferences and the type of property needed. Special meeting space requirements, suite needs and staff rooms should also be included.
- Our services are designed to save you time and money - especially in the early stages of planning a program.
- We analyze and evaluate appropriate venues/properties suited to match the demographics and size of the group and contact all properties in an area that fall within your parameters.
- We will review your proposals to insure accuracy. A comparison spread sheet will be provided so that you can evaluate the properties at a glance.
- Based on the initial guidelines you provided, we will make qualified recommendations on which properties are best suited for your program and which properties offer the best value.
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Arrange site inspections of properties under final consideration. At the contract stage, if requested, we will assist with all negotiation aspects i.e. rate, concessions, meeting room rental as well as review deposit schedules and cut-off dates.
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REGISTRATION & ON LINE SERVICES
One of the most time consuming aspects of a program is conference registration and attendee sign ups for the auxiliary programs i.e. individual/group airport reservations, attendee tours and conference events. Providing on-line service solutions can streamline these time consuming tasks. CTC can manage your on-line needs and provide support personnel to handle attendee’s questions.- Exclusive web site for your conference
- Offer your attendees 24/7 availability to view program details and sign up for programs.
- Communicate using low-cost email
- Real Time Secure Credit Card Processing
- Send attendee receipts at the time of booking
- Provide travel manifests and tour/event registration lists to conference meeting planner
- Fully Integrated Shopping Cart
- Support personnel
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TRANSPORTATION SERVICES
Location may be everything, but transportation can be the key to a smoothly operated program. CTC develops efficient transportation systems that get your guests to their destinations on time and in comfort. Whether a simple airport transfer or a logistically complex shuttle system, we provide the vehicles to make the service run perfectly. CTC offers a wide range of ground, air and sea transportation alternatives.CTC focuses on performance, safety, comfort and quality equipment in providing transportation services, such as: - Meet and greet services
- Individual airport arrival and departure services can be provided to conference attendees at NO cost to the organization
- Group airport services with on site meet and greet
- CTC provides on-line booking services for conference attendees
- Travel manifests are provided to the meeting planner to assist in managing the conference registration flow. Hotel(s) are also provided a travel manifest to assist them with staffing appropriately for peak periods.
- Develop and manage multiple hotel and venue complex shuttle systems
- CTC provides transportation signage for vehicles and venues
- Event Transfers
- Private and public yacht and boat charters
- Private air charters via planes and helicopters
- VIP Arrangements
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ON SITE SERVICES
CTC can provide the professional staff you need for meetings, conferences, trade shows and events, whether it’s just a set of extra hands or a whole team. Our management team has extensive knowledge in meeting planning and the hotel industry. We possess leadership skills, problem-solving abilities, levelheaded analysis and a reassuring sense of confidence. Outsourcing on-site staffing needs is cost effective and an excellent alternative to sending several members of your staff to each event.On-site responsibilities may include: - A pre-con prior to the meeting with venue staff
- Registration of attendees
- Meeting room setups
- Oversee shipment of materials and delivery to meeting room
- Collate and distribute meeting materials
- Fill gift bags
- Coordinate transportation
- Daily BEO and bill review
- Post program evaluation
- Billing reconciliation
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EXHIBIT MANAGEMENT
CTC provides exhibit logistics to our client’s whose’ tradeshows don’t warrant the expense of an exposition company. Rather small or large exhibit logistics takes a great deal of time to complete the mountain of order forms, coordinate with multiple vendors, follow up with exhibitors, track down shipping confirmations and so on. Let CTC take the hassle out of; - Communication and coordination with exhibitors
- Communication and coordination with exhibit venue
- Transportation and shipping assistance
- Conference and exhibit management
- Exhibit equipment rental
- Trade show graphic creation and production
- On site coordination
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