Meetings and Incentives

Meetings and Incentives

Gray provides Meetings and Incentives services that bridge the gap between the need to contain costs and the importance of achieving your business event objectives.

  • Consultation of Meetings and Incentives 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 event delivery.
  • Site Selection and Contracting (Venue Sourcing):
    Conduct site searches and recommend properties best-suited to host your event, negotiate the terms, conditions and contract 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 and teardown
  • Participant Communication and Registration Process:
    Design and build web registration sites for communicating event logistics, messages, instructions to prospective participants, live client services support, provide status reports and allow 24-hour access for client reports
  • Air Travel:
    Provide group air travel services or liaise with your preferred supplier to facilitate air travel arrangements, track budget, flight arrivals and flight departures
  • Ground Transportation:
    Coordinate all ground transportation at the meeting destination to include airport meet and greet, shuttle services, dine-around; sedan, van, mini-bus and motor coach vehicles
  • Creative Design and Theming Services:
    Develop and implement designs, themes and marketing campaigns to prompt meeting registration and increase participation
  • Production Services:
    Full scope creative, design, and production capabilities including scripting, graphics, video, staging, lighting, sound and presentation coaching
  • 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 logistics support staff to run flawless events
  • Off-Site Events and Recreational Activities:
    Provide recommendations for all on/off-site events and recreational activities
  • Participant Gifts:
    GForce Promotions division provides creative solutions to branded give-aways, awards, and an unending supply of products and attire
  • Cost Savings Management:
    Negotiate and document cost savings for each project
  • Budget Reconciliation and Invoicing:
    Audit all component invoices, reconcile budget-to-actual, handle supplier payments and deliver one comprehensive summary to you

You benefit from Gray’s logical and consultative approach which consolidates management of all these components and allows you to keep focused on meeting content and your stakeholders.

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