PROMOTIONAL CAMPAIGN PLANNING & IMPLEMENTATION

• Develop program theme and appropriate logo
• Determine where to mail (home vs. office)
• Develop mailing schedule including number of pieces and administer mailing
• Determine appropriate three dimensional mailers
• Design and write promotional pieces
• Seek assistance from hotels, visitors' bureaus and airlines
• Administration and status reports

TRAVEL PROGRAM DEVELOPMENT and SITE SELECTION

• Client image and perceived value
• Client participant demographics
• Program purpose
• Past destination experience
• Time of year
• Length of travel program vs. flight time and destination accessibility
• Destination research and promotion qualities
• Condition of destination and hotel facilities via site inspection by experienced conference coordinator
• Review all facilities, sightseeing and entertainment
• Availability of unique and exciting activities
• Political stability, security and health considerations
• Develop day-by-day itinerary and Travel Budget
• Program embellishments including nightly gifts

TRAVEL AND PROMOTIONAL BUDGETING

• Determination of off peak value periods
• Hotel negotiating to net pricing
• All ground pricing at net cost plus service
• Contracting for fixed food & beverage pricing
• Contracting for entertainment at fixed pricing
• Determine promotional development, print and distribution charges
• Determine costs of collateral materials
• Determine cost of travel wallet, printed materials
• Calculate travel staff costs
• Determine cost of room gifts, amenities and prizes

PRETRIP DEVELOPMENT AND DISTRIBUTION

• Design program stationery with custom logo / theme
• Write announcement letters, invitations
• Provide customs information and coordinate passport and visa applications
• Provide information on what to pack, suggested attire
• Design and write schedule of events
• Collate Pretrip materials
• Mail completed Pretrip packets to home (or office) prior to program operations
• Design program banner and signs
• Design and write cards to accompany nightly gifts

PROGRAM PLANNING & COORDINATION

• Develop and maintain trip book for each program
• Contract for hotel and ground services
• Finalize meals, entertainment and land transportation requirements
• Finalize participant rooming list and manifests
• Complete purchasing of program details with suppliers
• Handle special requests and "VIP" amenities
• Plan and purchase commemorative gifts, trophies and awards
• Complete briefing of travel director by program coordinator

ON SITE PROGRAM MANAGEMENT

• Early staff arrival and briefing meeting with suppliers
• Review all program details with all suppliers
• Physically inspect all function areas and sample accommodations
• Manage all aspects of the travel program
• Anticipate possible problem areas and develop contingency plans
• Arrange pre-registration of all participants
• Advance each function to make sure details are captured accurately
• Assist participants with individual services as requested

PROGRAM ACCOUNTING AND RECAP

• Review accounting with all suppliers
• Provide accurate final billing and support documents