Meeting Travel Management Services

Meeting Management Pros

TSG welcomes the opportunity to provide support for meetings and conferences worldwide. Our meeting specialists enjoy planning events. They look for opportunities to enhance meetings through location selection, unique activities or something as simple as a special theme luncheon.

Their attention to detail ensures that every guest receives the individual attention that they deserve including airport/hotel transfers, special room amenities and special meals. They ensure that meeting rooms are equipped with required flip charts and audio/visual equipment and that seating is configured to promote the appropriate atmosphere for the meeting.

As our client, you'll work with event planning professionals who will prepare a detailed budget to control the costs of your meeting. We know that this success depends on personalized service and attention to every detail. Our dedicated meeting professionals have an average of 15 years experience in the travel industry. Meeting and conference services customarily provided to our association clientele include:

Air Transportation to Meetings

• We serve as a liaison between your organization and the recommended "official airlines" in the negotiation of special "meeting fares" for attendees to the meeting. Rates will include discounts off even the lowest published fares.
• We help coordinate group flights for large chapters/offices attending the meeting.
• We design a customized web reservation form for the meeting. The form includes the meeting name, location, date, and flight reservation request. The meeting participant completes the flight reservation request, and submits it to our meeting service team. Our travel consultant completes the reservation and e-mails the participant a detailed flight itinerary and cost for their approval. This web form can be linked from your web site.
• You will earn productivity tickets from the "official airlines" based on attendees' tickets purchases. The usual ratio is 1 free ticket for 40 issued.
• We will help you obtain pre-site inspection tickets in order to finalize your hotel and meeting room arrangements.
• Often, we can provide upgrade certificates on select carriers for executive staff to attend the meeting.

Lodging for Meetings

• We provide site suggestions and budgets based on meeting planning requirements.
• We negotiate hotel room rates and the cost of meeting facilities.
• We arrange for additional services such as golf, tennis, skiing, restaurant reservations, welcome cocktail party, farewell banquet, sightseeing spouse programs.

Ground Transportation at Meetings

• We negotiate special car rental rates for attendees.
• We provide for "earned rental cars" based on booking of attendees’ cars. (Usually one free car for each 20 bookings).
• We can provide upgrade certificates for VIPs.

Other Meeting Services

• We can provide on-site staff whose responsibilities include: overseeing all ground transportation, coordinating all functions, reconfirming return air reservations and providing clients with any additional personalized assistance as required.
• We work closely with the company personnel to ensure that the company's wishes are met throughout.
• We negotiate special cargo discounts for the shipping of conference materials.
• We provide meeting city information to each attendee ticketed by TSG. Included will be: distance from the airport to downtown; driving time to downtown; taxi rates; rapid transit information; names of on-site rental car companies; map of the city.
• We provide laminated luggage tags for VIP's and staff members attending the meeting.