CONVENTION, MEETING AND EVENT SERVICES

Budget and Financial Program Management

We develop the program budget by understanding what services the client wants us to provide. We do this first so there is no duplication of effort and no confusion (with vendors) as to who is planning and costing the various program components. We obtain budget guidelines from the client including a history of what has been spent in the past. If this is a new meeting or event, Sharbury will suggest several options. From there we assemble a line-item budget listing each component for which we are responsible for and the client is responsible for.

After every budgetary detail is agreed upon, we set up "review points" through the planning process. It's at this stage we review where we stand with the budget and ask the all important question "are we on target?"

At the end of the program clients receive a budget reconciliation including all deposits received and a statement of projected costs and actual costs.

Contingency Planning

We develop a contingency plan so we're prepared for any situation that could affect a clients program. This includes a natural disaster, airline strike, airline accident, terrorist attack or the like.

This plan becomes a book that is specific to the client's event. A meeting, communication and decision timeline is established so key people (within each organization - client and Sharbury) stay on the same page for event delays or cancellations. It lists names, phone numbers, website pages, airline information, hotel information, etc. This plan also includes designated script writers so information communicated to attendees is sensitive, informative and accurate.

Direct Mail Management

Sharbury will coordinate the mailing of registration and confirmation materials. This includes pulling luggage tags, travel documents, travel guidelines, I Can Be Reached cards, etc. for each attendee envelope or packet. If a mail house is needed, one of our staff members will be onsite to make sure all pieces are appropriately mailed in the right order to the right attendee.

Food and Beverage Management

For Sharbury to be successful in assisting a client in the planning of a program, we must be able to think like they do. This is especially true when it comes to food and beverage and event planning. Our approach is to determine what is important to the client then plan the food and beverage in minute detail. We are sensitive to guests who need vegetarian meals or those who have special dietary restrictions.

On-Site Staffing Support

We realize that all of the planning and organizing is wasted if the event is poorly managed onsite. Our onsite staff is comprised of employees who have years of experience with event production, coordination and onsite management. They believe successful implementation of a well-planned program is the result of enthusiasm, hard-work, and efficiency.

Optional Activities Management

We consider the proper management of optional activities important to a guests' travel experience, especially if their spouse is attending with them. We will choose or modify a tour or activity that meets the needs of attendees and your budget. We will also make sure all tours and activities have the appropriate insurance and meet the appropriate safety requirements. That research includes making sure guides are trained properly to handle emergency situations.

Rooming List Management

Our experience includes the management of multiple hotels, various room types, and a variety of suites. We understand that room assignments can be based on sales or position within a company. Therefore the room a person enters can be very important. We work one-on-one with the hotel and the room block inventory so that each person gets the room or suite he or she deserves. We monitor all changes, upgrades, amenities and yes, complaints - unfortunately. We take a hands-on approach to any issue with a hotel(s).