Corporate Events, Meetings & Incentive Travel
Whether it’s a corporate meeting, conference, award ceremony or training seminar, successful events require careful planning and expert, hour by hour management of details — details that can easily overwhelm many organizations. That is why businesses, educational institutions and professional associations have turned to us for expert assistance and peace of mind.
We offer you as much, or as little, assistance as you need to plan and promote your upcoming event.
Many clients ask us to handle the entire meeting management process, from preliminary timetables and site selection to marketing, registration and follow-up. Others rely on us for selected services such as negotiations with hotels and conference centers, travel arrangements, or custom websites.
In some cases, clients have little or no experience with event planning. In other cases, we work in tandem with an organization’s meeting planner, coordinating expertise and resources.
Whatever your needs and preferences, and whatever your circumstances, we will work in the way that’s best for you. We recognize that every company’s needs are different and that’s why we offer custom solutions upon consultation.
Among the Many Advantages You Can Expect Are:
- A full slate of event planning services enabling you to pick and choose services as needed
- Experience in planning events of all sizes for diverse organizations
- Discounts and cost savings on everything from air travel and hotels to audio visual equipment and food/beverage services
- Expert assistance at every phase of the planning and management process
- A commitment to client satisfaction that starts with the first contact
Pre-Planning Event Services
To ensure that your travel arrangements are compatible with your budget, Thumbtack Worldwide Travel can produce a destination analysis that includes a summary of options for hotels and transportation as well as exclusive hotel, air and ground transportation discounts. This analysis will enable your organization to determine the most convenient and cost-effective location for your event.
Based on your chosen destination, our program coordinator will conduct a thorough site inspection and prepare a detailed report.
Working on your behalf, travel coordinators from Thumbtack Worldwide Travel will negotiate discounts with hotels, ground transportation providers, air carriers, and additional vendors.
At your request, our agents will make recommendations for cancellation penalties and ongoing risk management of hotels, air and ground transportation.
Marketing and Communications
To help promote your event, our communication specialists will create compelling web sites, brochures, invitations, and/or postcard direct mail campaigns. In addition, we can produce manuals, conference workbooks and other materials for your event.
On-Site Event Management Services
The services of Thumbtack Worldwide Travel extend far beyond the planning phase. As many clients have discovered, our professionals can be invaluable during the event itself, providing on-site support and managing the crucial details of everything from registration to meals.
Our professional on-site meeting services include:
- Welcoming and greeting participants
- Verification of all event and vendor details, inclusions and set-ups
- Acting as a liason between hotel staff and company contacts
- Coordinating ground transportation – transfers, tours, shuttles and limos
- Arranging company and product signage
- Vendor coordination
- Overseeing set-up of audio visual equipment
- Collecting and monitoring of registration
- Providing name badges and on-site information packets
- Distributing and collecting participant evaluations
- Assisting with on-site air travel changes
- Consolidating invoices and billings for easier budget management
- Emergency management and coordination of last minute changes
Post-Event Analytic Services
The days immediately following a conference or other major event are often some of the busiest and most challenging. During this time, Thumbtack Worldwide Travel can assist clients with a variety of support services.
Invoicing and Budget Management
For your convenience, our staff members will consolidate and reconcile all bills and invoices generated by the event.
Post-Event Evaluation and Follow-Up
Some of the most significant and useful information is often generated after a program. Following an event, Thumbtack Worldwide Travel professionals will meet with company representatives for an evaluation session. During this exchange, we will present a complete cost analysis and discuss feedback and recommendations received from participant surveys and evaluations.
Let’s Get Started On Your Next Event
As a client-driven organization, we make every attempt to assure your satisfaction. That starts even before we actually go to work for you. In keeping with our basic philosophy of putting clients first, we will be happy to provide you with a no-obligation proposal.
Contact us today to arrange a consultation with one of our experienced program coordinators and leave the details to us.
Customized Planning for Events Large and Small
Our corporate travel agents are the corporate event and meeting travel specialists. We are equipped to handle group events of any size. Our comprehensive corporate event and meeting planners and quality-driven philosophy have earned us a stellar reputation, and a place among the country’s leading event management companies. Because all services are customized, the level of our involvement is determined solely by your needs, requirements and budget.
Near and Far
Distance is no obstacle. We have worked with clients throughout the east coast, west coast and everywhere in between on events taking place at local, national and international destinations. Our reliable, worldwide network of industry contacts make possible a smooth and rewarding program experience for you and your participants.
When you choose to work with us, you put yourself in an excellent position for reducing costs, assuring efficiency and increasing the likelihood that your event will be a success.
We brought in Thumbtack Worldwide Travel to handle our incentive trip after previously handling these in house. From one CEO to every other: do yourself and your team a favor – let them handle it. All the headaches of years past are gone. They are that good.Brad