Do you need to have multiple streams for your conference? Would your delegates benefit from breakout sessions? Do you need to allow for an early finish on any of the days? Allow Events Outsourced to assist you with planning your schedule at your next conference – we can work with you to ensure your conference has large impact and that your delegates walk away with clear “take home” messages.
Group Block Accommodation
Each hotel has a different code system for their room types and when you start looking at large groups it can be difficult to keep track of room type allocation and shared rooms etc. Something that can be easily overlooked on a hotel rooming list can lead to big issues when the attendees arrive and they haven’t been allocated the correct room – or even worse haven’t been allocated a room at all! Events Outsourced can pull together your hotel rooming list for your incentive and ensure that the hotel’s copy matches your allocations throughout the multiple changes that occur in the leadup to an incentive.
Transfers are especially prevalent for incentive trips, often the attendees will be arriving on different flights, from a multitude of locations and our job is to ensure we get everyone to the hotel in the smoothest and most cost effective method. This applies not only to airport transfers but also to group movements during the event – especially when the group is large.
Registration for incentives is not as simple as collecting their name and email address – there is often a high volume of information you need to collect and have the ability to export the information to assist you with the planning process. Spots on an incentive event are often “earned” during a period leading up to the event meaning you also need to ensure that you have selected the correct qualification period and registration deadlines. Events Outsourced can look after the registration process of your incentive on your behalf saving you time and stress.
Activity Planning & Coordination
You have brought everyone to the incentive and whilst they may be excited to be visiting that location, the most important part of the incentive is the activities they will be doing while they are there. There can be many activities to choose from but you only have so many hours in a day and you want to ensure you are not “overworking” your attendees. Firstly we would look at the outcomes you have set for the incentive and then work with you to ensure that the schedules and activity plans marry up with those outcomes.
Onsite Program Management
Managing an incentive on-site can be stressful – you are taking care of a large number of people, coordinating multiple suppliers and ensuring that all outcomes are met. Often there will be cultural differences to take into account and safety of the attendees is paramount. Having Events Outsourced onsite at your event means that you can relax and take in the experience knowing that all details are taken care of.