Keystone Event Concepts

MEETINGS / INCENTIVES

Our hands-on approach provides you with Full Program Management, to simply handle a single task for you, such as hotel contract negotiation or supplying professional Travel Document Packets.

Complete Program Management

Keystone Event Concepts will oversee and actively participate in all aspects of your program. Each program is an ongoing creation and will continue to be tailored to each client’s specifications and needs.  Programs require ongoing communication and management between your company and Keystone Event Concepts. Each program is unique and we are committed to ensuring a successful event on behalf of your company.

Preplanning and Program Development

~ Define Meeting Objectives ~ Determine Budget Parameters ~

Destination Selection and Inspection

~ Research Prospective Destination as Presented by Client and Offer Other Suggestions if Requested ~ Site Research and Analysis ~ Develop a Site Comparison Grid and Provide Recommendations ~

Negotiate with Hotel / Cruise Line

~ Room Rates/Meeting Space/Concessions ~  Contract Terms/Conditions with Hotel ~ Food and Beverage Functions Negotiation ~ Cancellation and Attrition ~ Complimentary Rooms and Other Discounts ~ŸAnd Many Other Standard Hotel Contract/Agreement Clauses ~ Requested Guest Extensions/Deviations ~ Attrition and Cancellation Dates ~ Deposit Schedules  Ÿ

Coordinate with Hotels / Cruise Line

~ Site Inspection Arrangements ~ Meeting Space and Room Set-up ~ Audio Visual Management ~ Food and Beverage Functions ~ Shipping and Receiving  Ÿ

Program Management

~ VIP Services ~ Ground Transportation ~ DMC (Destination Management Company) ~  Entertainment and Speakers ~ Program Logo Development ~ Off Site Activities/Venues and Optional Activities ~ Attendee Safety and Security ~ Session Materials ~ Hospitality Desk ~ Golf Tournament ~ Team Building ~  Amenity/Gift Recommendation and Selection ~ Meet and Greet Services ~ Registration and Attendee Communications ~ Email Invitation and Online Registration Form ~ Onsite Staffing - Keystone’s experienced staff will work as liaisons to insure a successful program  Ÿ  Signage ~ Rooming List and Requested Guest Upgrades ~ Attendee Database ~  Dining Seat Assignments ~

Communication

~ Liaison with Cruise Line ~ Web Based Registration ~ Liaison via email/phone/fax with Key Sponsors to identify sponsorship interest, dollar amount commitments, and final arrangements ~ Communications Planning and Coordination (You may choose to develop logo, theme and kick-off) ~ Provide Hotel / Cruise Line Literature ~ Prepare and Send Confirmation Materials to Individual Guests ~ Prepare on-site Welcome Packets with Name Badges and Letter to Include Daily Agenda, Currency Conversion Rates, Departure Information and more ~Ÿ

Financial Management

~ Budget Management  ~ Process Payments and Manage Reconciliation of Monies ~ Wrap-up Billing ~ Accounting Summary ~

Post Event

~ Evaluation and Summary Tabulation ~ Debriefing Meeting ~