Atlanta - Worldwide (770) 955-4565 [email protected]

Meeting & Events Management

The following are the Meeting and Event services

 

Global Meetings & Events

Meetings and Special Events are such an important part of connecting the business professional and audiences for educational purposes, networking, fundraising, and socializing. At Atlanta Elite Shuttle, we knew we wanted to add this as a new service and partner with a strategic partner whose attention to detail and customer service matched our own high standards on a national and global level. We have partnered with Greg Boland, founder of EVENTures, who brings over 20+ years of experience and will be working hand-in-hand with each client as their needs arise for meetings and events.

Meeting & Event Services

Site Selection

Whether you are looking for a unique venue nestled the hills of the North GA mountains, or the big city of New York, you have a team who are able to provide you with site selection options with room rate prices, pictures of the property, the hotel rating, amenities, location to the airport, food and beverage average rates for groups and the size of meeting space if needed.

Hotel Contract Negotiation

An important part of any site selection process is the hotel negotiation. We are available to negotiate the contract and help provide concessions and amendments to make sure your competitors are not having a meeting next door and you are receiving the best prices possible for your meeting or group travel. This ability to negotiate on your behalf is for any vendor agreement that we work on on your behalf.

Travel & Housing Management
We have the ability to create room block access for your attendees to register online seamlessly. We keep track of how many rooms are being booked and the cut-off date to ensure you do not incur any fees. We also act as a registration hotline to answer any questions your guests may have or make any changes they request regarding their hotel room.

We can also provide qualified onsite staff if needed to assist if needed at the registration desk or throughout the management of the meeting.

Budget Development

The development of a budget is key to make or break any meeting. To ensure you have every line item included and you have sourced all of the right vendors. We have the experience to help you develop the budget and manage the budget accordingly.

Recruitement of Speakers, Attendees, & Vendors

With over 50 years of combined experience, both Colleen McQuone and Greg Boland have recruited and worked with hundreds of speakers and thousands of attendees. They understand how each speaker needs to be treated as a VIP, and yet they need to be managed according to deadlines and coached regarding content and any other specifics of the meeting. Each meeting is specific to how to recruit attendees and will take a conversation with the client to understand the marketplace. Vendors are all about the relationships and Colleen and Greg have been working with qualified vendors all over the world for years.

Onsite Management/ Facilitation/ Registration Services
Often the first person the attendee sees onsite is the staff at the registration desk. We take this responsibility seriously. We want every attendee experience to be positive and reflective of the client’s expectations. We believe in service with a smile. We are able to offer a wide variety of registration services that vary from handing out printed name badges to online check-in kiosks. We can also provide qualified onsite staff if needed to assist throughout the management of the meeting – such as F&B management, VIP Management, Speaker Management, Exhibit Management, or simply another pair of hands onsite.

In addition, we can build custom registration sites to capture all of your meeting and attendee needs. We can add the agenda, speaker information, off site activities or anything relevant to your meeting. We can collect registration fees and facilitate pre-post surveys. We also can manage sponsorship if necessary.

Food & Beverage Management

Food and Beverage management is a number of things. It is making sure we are selecting food that is within budget but is presented beautifully and tastefully. But these days it is also about making sure that we are taking care of the guests needs. These days when accepting registrations 70% of guests have a dietary request – This requires an exceptional understanding of menus and a relationship with the hotel to manage these needs.

Security for Your Upcoming Meeting or Event

Often the first person the attendee sees onsite is the staff at the registration desk. We take this responsibility seriously. We want every attendee experience to be positive and reflective of the client’s expectations. We believe in service with a smile. We are able to offer a wide variety of registration services that vary from handing out printed name badges to online check-in kiosks. We can also provide qualified onsite staff if needed to assist throughout the management of the meeting – such as F&B management, VIP Management, Speaker Management, Exhibit Management, or simply another pair of hands onsite.

In addition, we can build custom registration sites to capture all of your meeting and attendee needs. We can add the agenda, speaker information, off site activities or anything relevant to your meeting. We can collect registration fees and facilitate pre-post surveys. We also can manage sponsorship if necessary.

Concierge Services

Whether you are looking to add a bottle of champagne or flowers to your ground transportation confirmation – this new concierge service is available to help meet your needs where ever you are.
Please contact our meetings department to see how we can help you!

Creative & Editorial Services

Throughout the meeting process you may need the development of creative services – Maybe this is the development of a power point template, posters for the meeting or a website. We have the relationships and experience to make this happen and editors who can make sure it looks perfect!

Content Development

Have you ever been working on a meeting and you are working with a speaker and they need assistance developing a slide deck? Or you need to create a training manual…Yesterday? We have had that client. This is why we offer this service and we know how to help you solve this problem. Relax, we have you!

Materials Development & Printing Services

For almost any meeting items need to be developed and printed.  We consider this just standard operating procedure.  And we are here to get things done:

  • Nametags
  • Table tents
  • Posters/Signage
  • Step & Repeat
  • Agenda
  • Welcome Letter at the hotel
  • Departure Letter
  • Participant List
  • Welcome Folders for attendees
Entertainment

Does your dinner, gala, or reception need a little fun? Look no further. We have a long list of entertainment – and we are not just talking about music. We have worked with an Aerialist (yes, like from the ceiling), comedians, singers, 3-5 piece bands, living food art (not your typical morning break), keynote speakers, hypnotists, stomp dancers, choirs, AND MORE….We have experience working with the Doobie Brothers, Earth Wind & Fire, and Chicago just to name a few.

AV & Production

Audio Visual design and Production can be very easy and simple – or it can have no limits. It can set you apart from your competition and it can have every attendee leaving the meeting telling their friends what they just saw. There is also a middle ground! Either way, there is no escaping that AV is a huge component of any meeting and you need a team who has the knowledge and expertise to be your guide throughout the pre-planning and onsite execution.

Program Reconciliation

One thing about developing a great budget is completing program reconciliation. If there is one thing we believe in it is true transparency. You will receive a copy of every invoice for every out of pocket expense. This is how we build trust and lasting relationships with clients.

Apps & Technology Facilitation

Technology and Meetings are coming together. A meeting app is something that helps the attendees, and allows the client to PUSH NOTIFICATIONS, as well as acknowledge the sponsors. Technology also allows you to GO GREEN in so many ways which is, let’s face it, great for the environment!

Greg and his team work to ensure the client’s needs are met and the meeting is reconciled in a timely matter. Customer Service and onsite staff the client and attendees best interests at heart are what we are about.

No matter where in the world your meeting is taking place, EVENTures is ready to be part of your journey.

With over 20 years of experience, we have the meeting experience and expertise to help your team deliver a flawless program. Let us help you make your meeting a concierge level experience

Sporting Event Packages

Kentucky Derby 2019

Kentucky Derby 2019 Package
May 3-4, 2019

The Kentucky Oaks and Run for the Roses

Final Four 2019

Package opportunities coming soon!

Super Bowl 2019

Super Bowl 2019 Package
February 3, 2019

Mercedes Benz Stadium | Atlanta, GA

Masters 2019

Masters 2019 Package
April 11-14, 2019

Attendance, Accommodations, Golf & Hospitality

NFL Packages 2018

SEC Packages 2019

Cruise Packages 2018 - 2019

Travel Information & Tips

Hotels
  • Assume that all external door keys are compromised and lock your luggage.
  • Ask for a room above the 2nd floor but not above the 6th floor.
  • Above the2nd floor is above the assessed height for throwing an object such as an Improvised Explosive Device (IED) below the 6th reduces the distance to be covered if forced to evacuate the premises in emergencies, particularly in a fire. Try securing a room that faces inward – away from the front entrance or passing road. Note Hotels with lobbies built with the lobby on a higher number floor such as (6th) ask for a room away from the lobby.
  • Never admit strangers or visitors who are not familiar with you. Meet strangers in the lobby areas.
  • Always use the locks on the inside of the room – especially when you are sleeping.
  • Put valuables and cash in the hotel security safe system and ensure a receipt.
  • Do not discuss your business and travel planes in public areas where they might be overheard.
  • Discuss your travel plans and movements during your stay with as few people as possible.
  • Familiarize yourself with escape routes in case of a fire or other emergency.
  • Use the door viewer (peephole) before opening the door to visitors.
  • Keep your room neat so that you will notice a disturbance and or missing items immediately.
General Security Hints

Do not display signs of belonging to a western company such as company logos.
Stay alert when traveling and do not become distracted (e.g. talking on your cell phone).
In areas where crime is an issue do not have expensive items such as jewelry, phones, laptops, watches and cash on display.
Make copies of your travel documents and keep your passport or at least a copy on your person at all times.
Inform your embassy of your arrival in the country for longer stays.
In the event that you travel in-country make sure an employee knows at all times where you are going an your ETA. Keep communications active till you are safe.
Make sure you travel with your company approved modes of travel only.
If you are in a situation that you feel unsafe – move to a safer place (such as a police post, embassy, main hotel or busy area) and remain there. Contact the in country support for assistance – do not be persuaded by the driver/meet and greet or any other representative to proceed – voice and report your concerns.
Do not leave the airport or other designated pickup points even if your pick up has not arrived. Contact a person of authority to make the arrangements.
Keep your laptop with you at all times and try to disguise it by using a general sack rather than a laptop case.
Remain in the vehicle when traveling in-between towns. Request a map of the route to ensure you know where you are at all times. Listen to the instructions of the driver and the journey management supervisor.
Do your homework – Before you visit the country make sure you know enough about the country to start understanding their cultures and habits as well as history.
BE ALERT – BE AWARE – BE PREPARED – BE SMART