MEETING PLANNING/CONVENTIONS
Hemisphere Travel has a full service Group Department to assist your meeting planner in putting together a successful program.
Because of the size and diversity of their Group Planning needs, most corporations rely on multiple meeting service vendors. With its experienced staff; Hemisphere Travel offers comprehensive, integrated service for the maximum level of cost-efficiency and convenience.
Over the years, we have developed relationships with hotel chains, major airlines, and destination management companies allowing us to make a serious impact on your bottom line.
Hemisphere Travel has the ability to manage events from as little as 10 persons to as many as 17,000 persons. Past events have been located domestically as well as in other countries including Denmark , Holland , Scandinavia , Mexico , Bahamas , and others. Again, volume-buying power is used to secure the best possible room rate for Hemisphere Travels’ clients, purchasing as many as 15,000 room nights in a one-week period. The company is able to offer rates at major resorts for well below competitor prices
Registration
We believe in flawless event registration and accomplish this with the latest in interactive web technology customized to your event. Hemisphere Travel can deliver easy, fast and accurate electronic registration for maximum satisfaction and increased productivity. We can execute every phase of registration including:
- Advance and on-site registration
- Custom database design and forms
- Interactive web registration
- Live online inventory management
- Cash management
Lead Retrieval
Our state-of-the-art automated tracking systems offer today’s event planner the perfect way to print and/or store leads with downloadable data options. Our system offers reliable data collection
- Lead retrieval customization
- Trade show floor tracking
- Session tracking
- List and label services.
Temporary Staffing
Our extensive network of trade show and meeting professionals help you staff up, as needed, for the big event. Our personnel are:
- Quality, temporary workers offering a variety of skills
- Uniformed, bonded and insured
- Supervised by experienced managers
- Available at select locations
Housing
We partner with your organization to manage every phase of the housing process. With our complete housing solution, you and your attendees get:
- Fee based housing
- Live online housing and registration access
- Electronic transfer of information directly to hotels
- Hotel contract negotiations
Meeting Planning/Support
Any successful event of conference starts with flawless planning. Our expert planners know what it takes to provide a high level of service, cover all the details and make things happen on time and on budget. Let us take care of your meeting support services and you can take the bows.
- Advance meeting coordination
- Budget management
- On-site meeting support
- Program design
- Travel consultation
Registration Center
Here is where our high-touch, high-tech approach really shows. Our Proprietary Message Center technology will give your attendees and exhibitors the communication service they want and can appreciate as a stand-alone or integrated system.
- Web based news and information system
- Sponsorship opportunity
- Internet café with full or controlled access
- Email messaging
- Hotel and session finder
- Product, people and booth locators
To manage their national convention and large event we have REGISTRATION WEB SITES. It is one of the features of the TC. Not only is it a site to register for events, it assists in managing every aspect of the event. We did not go out and buy some other companies software and try to make it adapt, we wrote the software to do exactly what we wanted it to do.
REGISTRATION WEB SITE INCLUDES :
- Take all hotel reservations. Even if there are multiple hotels for the event.
- Takes all of payment. (Hotel rooms, transfers, air, event registration price, etc)
- Once data is collected from RS, our software places each piece of data in the appropriate place. (Each hotel rooming list, ship manifest, transfer list, dinning list, etc)
- Sends one master rooming list to each hotel. The list will have all
of the pertinent information on it including room type, check in/check out date, etc.
- Sends one payment to hotel for all of the attendees to the event. Hotel and client staff does not have to run hundreds of individual credit cards, checks, cash, etc.
- Sends a report to client with all declined and invalid credit cards. This report included all of the attendees contact info (address, telephone, email) to make it easy for the client to retrieve an alternate form of payment.
- Sends a report to client with the entire profile of the attendees. This report lets the client know information such as where, geographically the attendees are coming from, when they are arriving, and much more important information to be used in a database.
- Sends a report to the event coordinator so every attendee can be accounted for every minute of the event.
- Takes all air line reservations
- Makes rental car reservations
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