Meeting Planning Assistance

Vanguard Travel offers meeting management services for meetings of all sizes and requirements. Our expertise and strategic travel partnerships enable us to deliver a cost-effective, efficient and innovative meeting program for your company.

 

WIth Vanguard you will have a single point of contact on your project who will work to understand your goals. He or she will prepare a complete budget and will be responsible for managing costs during the planning process and at the meeting itself; and will be responsible for accurate billing reconciliation.

 

We can offer flexibility in meeting management services, by providing complete turnkey operations or augmenting your internal staff’s capabilities. As always, we offer our commitment to deliver personal, high quality service to every meeting organizer and attendee.

 

Contact us to discuss how we can assist with your company’s next event.
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Meeting Services

Site Selection

• Suggestions based on budget, meeting requirements and travel accessibility; green travel program requirements
• Air analysis for destination selection
• RFPs and contract negotiation
• Electronic and printed media

 

Hotel/Venue Services

• Negotiated room rates
• Meeting space arrangements
• Food and beverage function arrangements
• Production services; audio/visual equipment fulfillment
• Theme party suggestions and menu planning

 

Ground Transportation

• Transportation to/from airport and offsite functions
• On-site transportation coordination specialists

 

Travel Arrangements

• Lowest available negotiated air fares
• Dedicated toll-free 800 number services

 

Traveler Services

• Reservations and customer service
• Online registration

 

International Traveler Services Capabilities

• Negotiated airfares
• Passport and visa assistance
• Meet and assist services

 

Reporting

• Arrival and departure lists
• Air volume reports
• Cost savings statements
• Customized reports on request
• Expense reconciliation