Conferences & Meetings Tutorial

This ‘tutorial’ is intended to help you prepare a rough plan for your event. You can add your own specific details where you feel they are needed, ensuring you don’t forget any important details. Next steps in the process, as listed below, will also be supplied by us, along with our offer.

Conception and Budgeting

This is the initial phase, where the requirements of the client (you) are being laid out and matched to the allocated budget. Travel requirements are being researched to make sure that all targeted participants will be able to reach their destination. The conception will include some research and will result in a plan including a preliminary programme. The outcome of these plans and the budget will be important for the next step.

Hotel and Conference Venue Search

Based on the information you give us during the conception and budgeting phase, we will start to search for suitable hotels and venues to fit your budget and requirements. The results of this work will be optimised if you have the concept and funding ready in a reasonably advanced timeframe. ‘Reasonable’ depends on the amount of guest rooms and on the amount and size of conference rooms required. We will send you estimates clearly detailing all of your requirements together with pricing.

Possible Event Venue Search

When arranging a meeting or conference, most people like to also include a social event such as a teambuilding activity, concert, gala dinner or something else that makes the most of the participant’s time together. Venues and possible programmes will need to be researched for this too.

Site Inspections and Decision Making Process

In this phase the offers made by us will also be inspected by you according to your concept plan. Based on your findings you might want to consult with us again once you have considered what we have offered. We have local and event experience so we can direct you to the best possible locations depending on your ideas and goals. If you want to view venues and locations for yourself, we do offer site inspections. Not only will we take you and show you all the venues that would be suitable for your event, but we will also ensure you have all the materials required so that you don’t overlook any important points. A site inspection is normally free of charge when a booking is subsequently made. If you decide not to book with us, we will charge a fee to cover the costs of a site inspection/consultation/advanced hotel booking etc. We see this as only fair because our services are professional and represent good value for money.

Bookings

This is the time for you to make a decision. When having made your decision regarding the venue(s) and/or programme and having informed us about your choices, we will prepare and send you a contract(s). In addition, other paperwork will be sent confirming all the details with prices clearly laid out.

Further steps in our tutorial are:

- Announcements
- Other arrangements
- One month before arrival
- Half a month before arrival
- Before you leave your office
- Arriving at the destination
- Meeting days
- Post event meeting
- Back in the office

Cities we offer our services in are:

Prague         Budapest        Vienna        Berlin