Hospitality Performance NetworkHospitality Performance NetworkMeeting Management ServicesMeeting Management Services

Your One-Stop Meeting Solution Source

HPN Overview

• Who are we?– Introduction

• HPN Services– Site Selection– Contract Negotiation– Meeting Management

• HPN Meeting Services– Pre-Planning and On-Site Management– Registration and Database Management– Ground Transportation and Destination Management– Production Services– Theme Parties– Team Building– Keynote Speakers and Event Personalities

• HPN Clients and Vendor Partnerships

• HPN Pricing Commitment

Who Are We?

• HPN is an innovative full service meeting and event management company comprised of a team of seasoned hospitality industry professionals, each boasting 15-20 years of experience.

• The principals of HPN possess a broad base of knowledge including operations, legal, finance, conference services, sales and marketing. These areas of expertise position our organization as an industry leader in providing overall meeting value.

• HPN offers a consultative approach to developing your meeting and event. We take our knowledge and carefully chosen vendor relationships and utilize them to maximize your overall meeting “Experience”. Our unique approach of doing business, with SERVICE and VALUE being the top priorities, separates our company from the rest of the industry.

Site Selection Services

• HPN utilizes its global purchasing power to secure and pass on significant rate discounts to its clients

– 4th largest placement volume from our inception four years ago, placing over 800,000 rooms all over the world annually

– Over $60 million annually in meeting contracts globally – Site selection and contract negotiations at NO COST to you

• HPN reviews your meeting requirements for general sessions, breakouts and special events to ensure the appropriate venue is selected to meet your company’s expectations

– Hotel room blocks (single, double, suite requirements)– General session (attendance, seating configurations, AV considerations)– Breakout room specifications– Special events requiring resort, downtown, golf, attractions

• HPN’s extensive knowledge of the hotel and resort market ensures that your meeting is placed at the right resort at the right price.

Contract Negotiations

• HPN has the global buying power to facilitate negotiations through opportunities for economies of scale.

– All agreements are reviewed by HPN’s contract department to ensure proper verbiage

– Attrition and cancellation commitments are negotiated to minimize your financial exposure

– HPN ensures appropriate concessions are included such as complimentary rooms, upgrades, discounts on food and beverage, audio visual and various extras

– HPN reviews meeting requirements, breakouts, load-in/out, set-up times and desired hotel space to ensure these details are confirmed in the contract

– Meeting logistics - power, high speed internet, etc.– Off-site events without penalties– Union fees, In-house DMC’s and AV Companies

Meeting Management Services

HPN extensively researches your meeting requirements and history so we can exceed your company’s expectations and execute within your budget.

Organize• Timelines and Critical

Deadlines• Logistics Plan and

Vendors• Weekly Meetings • Venue Reporting

Requirements• Budget Management

Execute• Coordinate On-site

Vendors, Presenters and Staff for SeamlessEvent Execution

• Full On-Site Management• World Class Customer

Service• On Time and On Budget

Design• Program Theme and

Message• Program Plan• Event Outline and

Budget• Staging and Signage

Research• Your Company• Your Customers and

Competitors• Your Business Goals

and Objectives• Your Past Events and

Meetings

Present• Creative Concepts

and Design• Full Budget Review• Cost Saving Strategies

The HPN Process

HPN Pre-Planning and On-site Management

• HPN’s experienced on-site staff will coordinate and manage all logistical and hotel requirements. HPN staff are involved from site selection to the final reconciliation process and are well prepared to handle your meeting needs.

– Establish a meeting budget with clients and manage it throughout the meeting process – Work with group registration to facilitate accurate reports (if registration is not handled by HPN)– Distribute appropriate information to hotel and other vendors– Manage hotel cut-off dates and generate rooming lists– Work with transportation vendors to coordinate transfers– Prepare arrival and departure manifests– Coordinate timing with hotel to ensure appropriate staffing levels for

arrival and attendee check-in– Generate Banquet Event Orders and Group Resume with Hotel– Coordinate audio visual requirements with appropriate vendors– Oversee general session, meeting and break-out room set ups– Supervise meal functions and events– Coordinate destination services to include Theme Parties, Recreation & Tours, – Entertainment and Off-site Events– Ensure all aspects of VIP details are set (amenities, room drop, etc)– Monitor daily meeting budget and cross reference banquet checks– Pre-con with hotel and on-going communication for appropriate reconciliation– Post conference reconciliation

Additional and Ala Carte Services

• HPN can provide full or ala carte meeting management services, providing you an option of customizing services to meet your specific meeting needs

– Web Registration– Transportation Services– Registration Staff Management– Break-out Room Management– Real-Time Budget Tracking– Production Services– Destination Services– Billing Reconciliation– Custom Name Badges, Luggage Tags,

Marketing Materials– Signage, Banners and Program Booklets

HPN Registration and Data Base Management

• Registration is a detailed and time extensive process. HPN manages these obstacles seamlessly to ensure your attendees have a smooth and enjoyable registration and meeting experience.

– Custom Web-based Registration Solution

– Collect Attendee Demographic Information

– Travel and Hotel Reservations – Room Block Management – Course / Activity selections – F & B guarantees– Custom Marketing and Email

Communications– Fully E-Commerce enabled

Ground Transportation and Destination Management

• Transportation Services– Coordinate arrival / departure

Transportation– Full-service transportation– Uniformed Staff, two-way radio

communication– Off-site transportation

• Destination Management– Coordinate recreational activities– Local tours and attractions– Spouse activities – Off-site events– Offsite dine arounds– Entertainment and Theme Parties

Recreation

Gift Ideas

Theme Development & Collateral

Agendas & Programs

Workbooks

PowerPoint Design

Theme Parties

• A great theme with interactive entertainment and eye-popping décor gets the party started!

– Creative Theme Development

– Conceptual descriptions and renderings

– Interactive Entertainment– Audience Participation– Food and Beverage

Integration

Production Services

• HPN’s creative design and production teams have planned world-class events for decades. Our teams will manage your budget and execute an event that will exceed your expectations – on time and on budget.

– Theatrical show openings and closing– Film and video production– Scenic and stage design– Sound and lighting design– Audio visual management– Talent procurement and management– Script development and coaching– Special FX, pyrotechnics and stunts– Sponsor Visibility– Décor and centerpieces– Power point development and management– Speaker management/green rooms– Audience response systems– Permits

Production Services

General Session Info-tainment

• Custom Talk Shows• Letterman• Best Damn Sports Show• Saturday Night Live• News Shows• Game Shows

Event Personalities

• HPN has access to top talent in the entertainment industry– Top corporate entertainers– General session emcees– Comedic entertainers– Popular music artists– Nationally recognized spokespeople– Emmy Award winning writers

Keynote Speakers

• HPN is the perfect resource for great speakers– Access to thousands of the world’s most accomplished speakers– Creative speakers who deliver the right message at your next event– Bring value to your audience– Inspire your audience to their feet

Tom Hopkins

Bill Gates Colin Powell George Bush Sr Herb Kelleher

Newt Gingrich Michael Eisner Michael Dell

Craig Barrett Steve Ballmer Ed Zander

Team Building

• We deliver corporate team building programs at the site of your choice

– One hour, half-day, full-day and multi-day team building programs

– All team building activities are interactive, full of adventure and emphasize business applications

– We make your team building event fun, memorable and results oriented

– Build Stronger Teams– Improve Decision Making Abilities and

Leadership Skills– Increase Communication– Develop problem solving and conflict

resolution skills– Enhance customer service

HPN Pricing Commitment

• Hotel Site Selection and Contract Negotiations– FREE

• Meeting Management Fees– 5-15% on budget– Fees charged only on services HPN Manages

• Registration & Airfare fees based on client needs

• Open Book Accounting on All Services– Complete disclosure of all costs and profit margins– Capped Management Fees

Hotel Partnerships

Some of our Satisfied Client Partners

We look forward to the opportunity of working with your prestigious organization!

Thank Youfor your time and consideration.After reviewing our presentation

We hope you will agree…

For great meetings

is the KEY!