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 Planning
a meeting or event is a big job for any travel manager or
meeting planner. The challenge is figuring out who within
your organization is currently overseeing meeting planning
and who might be the most skilled and using sourcing strategies
to ensuring meetings are on-time and within budget. Items
the meeting organizer must consider include:
- Determining the meeting objective
- Finding a meeting location that is both convenient for
your travelers and cost-effective
- Negotiating transportation, accommodation, and other
contracts
- Planning daily events, menus, and entertainment
- Utilizing preferred suppliers for existing contract fulfillment
FACT:
In
2001, average meeting budgets were spent on:
30% - hotel costs
23% - food and beverage
18% - air transportation
11% - entertainment & a/v equipment.
4% - site selection/housing
6% - ground transportation
8% - miscellaneous
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From groups of 10 to 3000, traveling domestically or internationally,
we have meeting services covered. We offer a team of service
providers for meeting planning needs, including both seasoned
air and land professionals. Our goal is to provide win-win
solutions between you and all needed meeting suppliers.
Utilizing NTM’s Meeting Services department is a convenient
and cost-effective way to meet all of your meeting needs.
Outsourcing some or all meeting planning allows your employees
to grow beyond their own roles within your organization and
focus on other important areas within your business. Consolidating
meetings through one source allows control of future budgeting
and improves buying power.
Meeting & Event Planning Services
Destination Research - We analyze different
locations for your meeting, based on your objectives and budget.
Airline Research - We provide the most convenient,
cost-effective airlines for your meeting needs and analyze
airline costs for numerous destinations.
Airline Contracting - If ten or more people
fly to the same city, your meeting might qualify for group
discounts. If so, we negotiate these contracts on your behalf,
considering any corporate agreements you may currently have.
Hotel Research – After choosing a
meeting city, we will research hotel options and present rates
for sleeping rooms, meeting space, and amenities.
Hotel Contracting - We negotiate property
contracts for sleeping rooms and meeting facilities, ensuring
stronger clauses and added savings to your bottom line.
Meeting Space Setup - There are many meeting
setup options that deliver a successful corporate gathering.
We study your unique needs and offer recommendations.
A/V Coordination - NTM Meeting Services
will assure the audio-visual equipment you need is where you
need it when you need it.
Food and Beverage Coordination - Meeting
space is often priced relative to the group’s projected
food and beverage expenditures. We show you the most efficient
and cost-effective combinations.
Ground Transportation Coordination - Your
group will need to get to the airport, the hotel, special
events, dinners, golf, or tours. We deliver the right vehicle
for your group.
Off-Site Venue Planning - We plan off-site
venue options and provide recommendations for dinners, golf,
sporting events, theatre, and many other attractions.
Implementation
NTM has the procedures in place to organize your meetings
successfully from start to finish. Upon identifying your company
goals and objectives for the meeting, we’ll create a
strategic vision. We’ll maintain ongoing management
of the event and communicate progress to designated individuals.
Upon event completion, we’ll even summarize what we
saved you in the process!
Meeting Reports
FACT:
Companies
who outsource their meeting and events experience a
9% cost savings per event and increase internal productivity
by 15%.
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It’s all in the numbers. Knowing how many went, where
they went, and what it cost, is as important as having a successful
meeting. NTM can provide this information clearly and accurately.
The following reports are available for your company’s
meeting needs:
- Meeting Savings Report
- Complete Meeting Itineraries
- Arrival/Departure Manifests
- Rooming Lists
NTM
is involved with Meeting
Professionals International (MPI), a global authority
and resource for the meeting industry. In fact, Lynnette Offen,
NTM’s Meeting Services Manager is Editor of the Meetings
of the Minds newsletter for the Minnesota Chapter of
MPI. Additionally, Ms. Offen is on the Editorial Advisory
Board for the award-winning magazine, Meetings:
Minnesota's
Hospitality Journal.
For more information on meeting services, call NTM's Meeting
Planners at or contact a planner direct. Lynnette
Offen can be reached at , or via e-mail, LOffen.
Megan Werner can be reached at or MWerner.
To submit a meetings request form, click
here.
Helpful Tools:
Meeting Professionals International's helpful information
for meeting professionals in times
of war.
Marriott's Meeting
and Event Tools, including space calculators for room
seating, event timelines, and more.
Read More:
January 31, 2003 - The
Business Journal Staff Cuts Boost Meeting-Planner Firms
(registration required)
January 2, 2003 - Ten
Meeting Industry Trends for 2003
January, 2003 - Minnesota:
Land of 10,000 Activities Outside the Meeting Room
August 17, 2001 - Lynnette
Offen New Meeting Pro
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