Meeting Planning Services

Gray Consulting provides Corporate Meeting and Corporate Event solutions that bridge the gap between the need to contain costs and the importance of achieving our customers' business meeting objectives; very specifically:

• Consultation and Meeting/Event Design: Consult with you to understand meeting objectives and factors important to the design of each meeting or event; make recommendations and provide guidance to ensure effective plan
• Site Selection and Contracting: Conduct site search and recommend property that is best-suited to host meeting, negotiate the terms and conditions of contract to include concessions
• Hotel Accommodations and Rooming Lists: Manage contractual room block and all guestroom reservations directly with the hotel
• Meeting Room Accommodations and Set-Up: Coordinate all meeting function space to include room seating arrangement, audio/visual production setup & teardown
• Attendee Communication and Registration Process: Communicate all program logistics and individual confirmation information directly to program attendees, monitor attendee responses using the customized GCI Proprietary On-Line Tool for participant registration and tracking, providing 24-hour access for customer reports
• Air Travel: Liaise with group air travel supplier to facilitate air travel arrangements for all program attendees, track air arrivals and departures
• Ground Transportation: Coordinate all ground transports for program attendees to include meet & greet at the airport’s baggage claim area with professional and personalized signage
• Creative Design & Theming Services: Develop and implement designs, themes and marketing campaigns to promote meeting, help increase program participation
• Audio Visual, Videography and Photography: Assist with the program production from concept to completion
• Budget Management: Develop program budget and manage/approve all logistical expenditures throughout the planning process, negotiate service contracts
• Vendor Management: Manage meeting vendors to include venues, transportation, hotels, caterers, audio visual/production, security, entertainers and speakers
• Program Résumé: Develop comprehensive résumé of all program details to include program agenda, food and beverage menu selections, décor, air and ground transportation arrangements, registration and housing processes, entertainment, recreational activities, security and audiovisual/technical needs
• On-Site Management: Provide on-site meeting logistic and vendor management, maintain service desk to assist program attendees
• Off-Site Events and Recreational Activities: Provide recommendations for all on/off-site events and recreational activities, execute excursions on-site
• Attendee Gifts: Provide recommendations and obtain gifts that fit your budget and suggest distribution options to program attendees
• Cost Savings Management: Negotiate cost savings and provide cost management in keeping with the proposed budget
• Budget Reconciliation and Invoicing: Reconcile all budget-to-actual, gathering all third party supplier invoices to present one, comprehensive invoice with all supporting backup