Solutions

Destinations

How do we choose the best location for your meeting? Experience. We take your requirements (State/Region, Room Needs, Budget, Etc...) into account to locate a beautiful destination that goes beyond your expectations.

The Path Forward

Working with Global Conference Solutions will provide a path to a more prosperous and well planned event. Whether you are organizing a meeting for 10 or a tradeshow for 5,000, GCS is ready to answer your questions and guide you through from beginning to end.

After the Storm

When your meeting is over we don't stop working for you. Hotel invoices often contain mistakes. For this reason, we will assist in reconciling your invoices to ensure you are not invoiced for additional items, potentially saving you thousands of dollars for incorrect charges.

Our Process

Prepare

Pre-Discussion
Tell us who you are. Let us know your expectations. Together we'll determine where, what, how, when, and why. 

Property Sourcing
Implementing your requirements, we will provide a list of beautiful destinations for you to choose from.

Grid
Each destination of interest will be contacted and added to the grid (to help determine which location best matches your needs).

Contracting
We will request contracts from your top two meeting locations. If contracting more than one facility at a time we may have four or more contracts for review.

Evaluate

Contract Review
Before contacting you, we will review and notate the contract for any "typical" changes.

Site  Inspection
If necessary, we will schedule a site visit to look at the property, meeting space, amenities, and other determining factors.

Contract Modifications
We will discuss with you any necessary changes to the contract (utilizing our knowledge and experience). Pricing and costs are our primary focus.

Final Review
After thorough negotiations with the facility, we will advise whether to accept the primary contract or move on to the secondary facility. Often, the secondary location is already under negotiation.

Execute

Contract Execution
The contract is executed and returned to the hotel to be counter signed.

Pre-Meeting Setup
If available, we work with the facility to setup web registration, online reporting, and attrition monitoring. Additionally, we can assist with Room Block Management, Participation Management, and more.

Planning & Pre-Conference
GCS can assist in planning (i.e. room layout, setup requirements, F&B, offsite events, etc...). At your request, an additional meeting will be scheduled with the hotel team before your function.

Function Management
GCS is available to serve as an onsite advocate on your behalf, ensuring every aspect of your event exceeds your expectations. 

Finalize

Budget Management
In the final stages of your event, we can monitor the status of your account (expenses) to ensure you are on target. We would then make adjustments as necessary. 

Invoice Reconciliation
Upon your return, you will receive the final invoice from the facility. We will review each line item to ensure accuracy and request changes if there are any problems/corrections that should be addressed. 

Debriefing & Re-booking
Upon completion of the project, we will happily sit down with you to review the original budget, make any necessary revisions for the next event, and re-book or begin suggesting locations for your next event.