Meeting and Event Planning

GP's meeting and event planning professionals take pride in developing custom meetings and events that align with your goals. Our mission is to allow you to spend more time on your core business initiatives.

GP's Value Proposition > Driving Business to Another Level

The tactical and logistical services we offer help drive business results for your meetings and events. We are proud of our reputation for excellence and quality on behalf, and we will continue to use our industry knowledge, intelligence, and expertise to ensure that you achieve the best quality event possible.

If you want to use your meetings as a springboard to develop and weave in strategies and core competencies, we also offer a comprehensive strategic approach to meeting planning. This unique approach reaches beyond tactical services and assists you in achieving added value for internal and external customers—resulting in a positive impact on your bottom line.

GP Meeting and Event Planning services address the following:

• Needs Assessment/Consultation
• Site Selection
• Contract Negotiations
• Logistics/Room Setup
• Invitations/Registration
• Reservations/Accommodations Management
• Food and Beverage
• Telecommunications
• On-site Coordination/Support
• Audiovisual Equipment/Support & Media Coordination
• Air/Ground Transportation Coordination
• Pre- and Post-Event Reporting

Needs Assessment/Consultation

Whether your meeting is on-site or off-site, it is important that we understand your goals in order to customize our services to ensure a successful event. You can schedule your meeting needs assessment by e-mailing us now at MEP@gpworldwide.com.

Site Selection

Based on the results of the Needs Assessment, your GP meeting planner will select the best venue to accommodate the needs of your event.

Contract Negotiations—The key to leveraging costs

To ensure that every logistical need is met, your meeting planner will work closely with you and negotiate all costs with vendors and subcontractors in advance. This includes venue, food and beverage, transportation, accessibility, and other amenities necessary to ensure that your meeting or event is successful.

Invitations/Registration

Whether you are targeting 5 or 25,000, your meeting planner will make certain that each participant receives an invitation that has been uniquely designed for your occasion. GP utilizes Cvent for our registration process which provides hassle-free registration; allows for RSVP tracking, complete profiles of attendees, hotel accommodation preferences, dietary restrictions, physical activity levels, emergency contact information, and follow-up communications; and provides a record for recurring events.

Reservations/Accommodations Management

Your GP meeting planner will ensure that all reservations and accommodations are tracked. We use the best methods and tools to manage details such as hotel accommodations and changes for departures and arrivals.

Telecommunications

If your event requires teleconferencing or videoconferencing support, your meeting planner will orchestrate these types of requests by using reliable vendors in the vicinity of your event. We can arrange for equipment such as LCD projectors, screens, lavalieres, microphones, and lecterns. GP's meeting and event planners can also coordinate online virtual meetings that enable attendees to participate without leaving their desks.

On-Site Coordination/Support

Your meeting planner will attend your event to provide tactical assistance. We will also provide support for all of your technical and logistical requirements. Our event support services include, but are not limited to the following:

• Daily bill reconciliation (including review of food and beverage, and other event expenditures)
• Daily review of room counts and manifests
• Liaison with property staff, vendors, and client
• Assistance for attendees and executive leadership teams
• Management staff required for registrations, tours, ground transportation, etc.
• Professional speakers who focus on team-building
• Safety awareness

Audiovisual Equipment/Support & Media Coordination

Your GP meeting planner can arrange for GP's Audiovisual and Media department to handle your on-site equipment and support requirements. We can also contact and negotiate with preferred vendors on your behalf for these services.

Looking for media coverage of your event? We will help you target your invitations to media organizations and assist with coordination of press releases.

Air/Ground Transportation Coordination

Whether by air or ground, your meeting planner will identify the best method and most cost effective approach while scheduling and coordinating:

• Arrivals and departures
• Individual or group pick-up
• Meet and greet
• Appropriate vehicles, ensuring that ADA requirements are met

Pre- and Post-Event Reporting

Your GP meeting planner will provide a comprehensive report, including cost information for items such as venue evaluations, rooming accommodations, transportation, food and beverages, and entertainment. The report identifies savings achieved from contracted negotiations and cost avoidance.

GP's meeting and event planners also provide your participants with an on-line survey to determine the overall success of your event and the appropriateness of the venue for future meetings.