Meetings & Events

Many different types of events fall under the broad umbrella of meetings. From user group conferences to sales kick-off’s, from conventions to corporate retreats. A great meeting takes planning. And planning takes time, hundreds of hours attending to every detail: Site research, hotel negotiations, space planning, catering, staging, audio visual, registration, housing, transportation, communications, accounting, and the list goes on. When you hire Beatty Group, our meeting experts work behind the scenes to manage every aspect of your successful program. As your meeting planning partner, we take the logistical burden off you so you can remain focused on the message and content that will achieve your objectives.

• Pre-Program - Strategic Development
• Site Selection
• Contract Negotiation
• Program Design and Communications
• Planning
• Travel Management
• Registration
• On-Site Services
• Post Program

Pre-Program - Strategic Development

We help you analyze the critical success factors for your event and work through the planning process to develop a realistic budget that will allow you to achieve your objectives while containing expenses. Keeping your costs low and your service levels high is our first priority.

[Back to Top]

Site Selection

Research - Beatty Group will provide a detailed analysis of suitable locations and venues that meet the needs of your group. This includes air lift, hotel room rates and availability, usable meeting and function space, team building activities, off property venues, and special events. We have extensive knowledge of most locations and will help you work through the advantages and drawbacks of each potential meeting site.

Site Inspection – Once the choice of meeting sites is narrowed, Beatty Group will plan an inspection itinerary and escort your representatives to view the locations in person. This final evaluation ensures the best selection is made to meet the needs of your program.

[Back to Top]

Contract Negotiation

Beatty Group will use its expertise to negotiate favorable contracts with vendors – hotels, meeting facilities, transportation companies, DMC’s, airlines, etc. and protect your organization’s interest.

[Back to Top]

Program Design and Communications

Beatty Group will work hand in hand with you to achieve your vision while adhering to a budget. Brainstorming themes, entertainment options, staging ideas, etc. are all included in our service. We can also assist in promoting the meeting: provide ideas, graphic design services, secure items for mailing, coordinate printing, and handle shipping.

[Back to Top]

Planning

Beatty Group takes care of all the nuts and bolts - meeting space, room set-up, staging, AV requirements etc. to make your meeting flow seamlessly. We also help you plan and organize all of your food and beverage needs, entertainment, team building events, sightseeing, sports activities and other special events to make your program a standout to the participants.

[Back to Top]

Travel Management

Our full service travel department will provide an air analysis to help you evaluate travel costs to potential destinations. In addition, they will negotiate zone fares, meeting fares, charter rates, and wholesalers to obtain the most reasonable rates and schedules for the group. By integrating the travel component of the meeting into our services you have more control over arrival and departure schedules and cost containment.

[Back to Top]

Registration

Beatty Group has invested in an online registration tool to streamline the registration process. We create a customized event web site that has all the information about your meeting - Location, Hotel Description, General Information, Agenda, Activities, and Registration.

Attendees are afforded access to all event information from anywhere in the world. A live database is created as they register. Your organization will be given an access code that allows you to monitor registration activity and generate reports to see who has registered and what activities are booked. This gives you the ability to make decisions and adjustments on a “real time” basis.

All of the reports and printed materials necessary for a smooth operation can be generated from the resulting database: block pick-up, rooming lists, arrival/departure schedules, name badges, agendas, break-out session rosters, activity selections and attendee payments.

Click here to view an ONLINE REGISTRATION DEMO.

[Back to Top]

On-Site Services

Beatty Group provides uniformed on-site hospitality staff to ensure the program runs smoothly and vendors deliver as promised. This includes manning the registration/hospitality desk for the duration of the program, facilitating transfers to/from off-site venues, and overseeing banquets, meetings, and events. Our staff does the on-site legwork so you can focus on higher priorities.

[Back to Top]

Post Program

Beatty Group will take care of the accounting for your event. We will process registration fees, make payments to vendors on your behalf, and provide you with a final reconciliation at the end of the program. In addition we will collate participant evaluations and help you evaluate your successes as well as areas that could be improved.

[Back to Top]