Meeting/Incentives & Group Travel

Meeting & Incentives Department

Our Meetings & Incentives Department offers a complete selection of services for: sales meetings, incentive trips, road-shows, conferences, seminars, new product releases, customer events, training programs, executive and board meetings, tradeshows and conventions.

Why Should You Use an Outside Meeting Planning Company?

SAVE MONEY: Platinum Travel’s Meetings & Incentives Division saves clients on average between 10-15% of their total meeting budget through superior negotiating skills and leverage of its buying power. Plus, consolidating your meeting management gives you better cost control and understanding meetings by focusing your hotel purchases with preferred chains. Platinum Travel provides more value and discounts including room upgrades, complimentary rooms, and savings on cocktail parties, food & beverage costs.

SAVE TIME: Platinum Travel handles all meeting details from site selection through post-meeting billing reconciliation so you can focus on motivating your sales force or entertaining your customers and not on whether the audiovisual equipment is set up properly.

HAVE MORE EFFECTIVE MEETINGS: Platinum Travel’s sophisticated meeting technology, such as online registration and housing will increase the satisfaction of your attendees and minimize unnecessary expenditures due to poor or inaccurate attendee information.

What services does the Meetings & Incentives Department Provide?

Before the Meeting

Choose the optimal hotel/cruise/destination based on client needs and budget
Develop a meeting budget that is approved and adhered to
Create memorable meeting themes and corresponding signage
Provide strategies for conference/convention promotion and attendance building
Negotiate rates and services with all suppliers including hotels, cruise ships, airlines, production companies, and ground transportation suppliers
Schedule meeting rooms and other facilities based on agenda requirements
Plan and coordinate food and beverage functions including room decor
Design and create memorable presentations plus recommend/hire speakers
Manage printed materials and secure promotional products such as attendee gifts
Manage registration (online, fax, or phone) and hotel/cruise rooming, seminar, dining lists and golf foursomes
Prepare air/cruise/ground transportation arrangements and deliver documents to travelers
Create pre and post meeting vacation packages for attendees

During the Meeting

Ensure all on-site arrangements match the contract
Ensure all details are taken care of efficiently and effectively
Resolve any complications which may arise, before attendees are aware of them
Register attendees and staff hospitality desk
Revise air arrangements, as needed

After the Meeting

Reconcile and process all vendor payments
Provide final accounting of budget vs. actual
Conduct attendee post-meeting satisfaction surveys

Group Air Department

Platinum Travel’s group air department works closely with our land department to provide a seamless process for transporting your attendees to the meeting.

Our Group Air Department saves you money by:

Analyzing airfare costs to meeting destination options to optimize your destination choice
Negotiating special group rates (zone fares, 10% off non-refundable fares and group blocks) to lower your airfare cost per attendee
Special pricing of international airfares through Platinum Travel’s International Rate Desk
Recommending charter options to lower your costs
Requesting waivers to refund unused non-refundable tickets (recently saved a client $20,000 on one meeting)

Our Group Air Department offers the following services:

Booking and ticketing airline reservations for attendees and guest/spouse programs within itinerary and rate guidelines
Establishing an 800 number for your program plus after-hours emergency service
Emailing or faxing itineraries to attendees
Producing arrival/departure manifests for your transfer company
Monitoring flight arrivals/departures for each reservation and advising transfer company of any changes
Going onsite with the meeting to revise air reservations as needed
Handling refunds of tickets after the meeting
Providing accounting reconciliation of airline tickets purchased on a corporate credit card

OUR GROUP AIR DEPARTMENT RECEIVES HIGH SERVICE SCORES FROM OUR CUSTOMERS!

Please complete the form below for your custom meeting proposal.

Request a Proposal

Meeting & Incentives Proposal Request Form

Address as:	Mr. Mrs. Ms. Miss Dr.
Name:
Title:
Company Name:
Company Address:
City:
State:
Zip Code:
Business Number:	Ext.
Fax Number:
E-Mail Address:

Meeting/Convention Information

Meeting Date:
Ideal Destination: (list options)
Number of Attendees:
Number of Sleeping Rooms:
Any Food/Beverage Requirements:	Yes No
Any Audio/Visual Requirements:	Yes No
If yes,	Light Moderate Heavy
Special Events:	Yes No
Air Transportation:	Yes No
Ground Transportation:	Yes No
Approx. Total Budget: (US$)

Additional Comments

How did you hear about Platinum Travel?

	Newspaper ad
	Magazine ad
	Our Store Front Signage
	Friend told me about your site
	Read review or news article
	Found it through a search engine, please specify which one:
	I am a current Corporate Client
	Other (please specify):

We look forward to the opportunity of doing business with you and your corporation!

Platinum Travel autographs every reservation and service provided with excellence.