GLOBAL MEETINGS PROCUREMENT SERVICES

 

 

We realize that you simply may not have the time, resources or expertise to do it all. 

We help your events and conferences shine, saving you time, money and your sanity. We work on your dedicated behalf as our client to benefit you with the best overall results for your meetings & conferences. 

Rely on our exceptional experience in site selection, hotel negotiations and comprehensive meeting/conference planning consulting wherever in the world you need to meet. You can then concentrate on the parts of your meeting you need to really focus on, and leave the rest to us. 

 

We are also delighted to help you with your unique meetings needs as needed, from our essential meeting sourcing needs to more full-service options, including on-site registration, hotel room list management, badge creation, AV consulting and more.

How does this process work?

  • ​First, we consult with you to determine your actual meetings needs by taking a 360 degree look at past meetings and what worked and what didn't. From there we work on city and hotel site selection.

  • We then research, evaluate, and present the best venues for your event based on your specific requests and needs. We send the RFPs, follow-up with the hotels on questions, negotiate rates and concessions, and manage the entire process on your behalf.

  • After the negotiation process has met your satisfaction, we then facilitate the contracting process and then ensure that the room block is monitored before and during the event, and do a post-event review for a better understanding of future needs. 

  • You'll save time and staff resources, as well as having our expert advantage acting on your behalf.

  • We represent your best interests and you remain in control during the entire process. 

  • ​You can then focus on other important aspects of the meeting and work in general, leaving the heavy lifting to us.

There are no contracts to sign with us--we earn your business with each meeting.

 

OUR SERVICES ARE AT NO COST TO YOU


The hotels compensate our services when you select them, much like an olden-days travel agent. Our clients have found that we are able to negotiate much better terms for them since hotels know that when a professional is representing the clients, they understand that the playing field is leveled, since someone is looking out for the client. This process also saves the hotels much trouble, effort and costs of marketing that can then be directed to a placement fee, which is how this system operates to offer value to all involved.

Full-Service Meeting Management Services also available

 

In addition to site selection, we offer full-service meeting management incentive trips, meetings, conferences, and conventions.

 

Let us assist you with additional help as needed, including: 

  • Housing and Registration 

  • Onsite event support

  • Logistics

  • Speaker Management 

  • Audio-Visual needs

  • Budgeting

 

Our principal at Diamond Head Group LLC holds Certification in Association Management (CAE) designation and understands deeply the needs of organizations from an institutional perspective. This expertise combines with a wide experience in meetings perspective to work on your unique specific needs.

 

We have arranged for conferences in locations as varied as Cambodia and China to Costa Rica and Columbus among other locations worldwide. Working with EventPrep with experience in sourcing over 30,000 events & over $50 million in room nights booked, as an independent franchisee ensures the highest standards of excellence with large-scale backing for any size events. 


For more about what we offer in meetings procurement services, please call us today or send a message with a short note and we look forward to seeing how we can best help with your needs.