HPN Management Services
- 1. Hospitality Performance Network Event & Meeting Management Services Your One-Stop Meeting Solution Source
- 2. HPN Overview Who are we? Introduction HPN Services Site Selection and Hotel Contract Negotiations Full Service Event 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 Pricing Commitment HPN Clients and Vendor Partnerships
- 3. 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.
- 4. 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 $85 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.
- 5. 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, set-up times and desired hotel space to ensure these details are confirmed in the contract
- 6. 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 Seamless Event 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
- 7. 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 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 arrivals are set (amenities, room drop, etc) Monitor daily meeting budget and cross reference banquet checks Meet with hotel accounting for appropriate reconciliation Post conference billing and individual meeting reconciliation
- 8. Additional Meeting Management Services HPN can provide full or ala carte meeting management services, providing you an option of customizing services to meet your specific meeting needs Registration & Database Management Theme Development & Collateral Agendas, Programs, Workbooks Custom Name Badges, Luggage Tags, Marketing Materials Signage, Banners and Program Booklets Power Point & Logo Design Promotion & Gift Ideas Ground Transportation & Destination Management Recreation Teambuilding Production Services General Session “Info-tainment” Theme Parties & Events Keynote Speakers Event Personalities Entertainment HPN Pricing Commitment
- 9. Registration & Database Management
- 10. Registration & Database Management
- 11. Registration continued … 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. HPN provides personalized web enabled registration services 24-hours a day, 7 days a week HPN’s online registration system allows attendees to review program agendas, reserve hotels, schedule transportation and enter a variety of individual requests
- 12. Theme Development & Collateral
- 14. Workbooks
- 16. Promotions and Gift Ideas
- 17. 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
- 18. Recreation
- 19. 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
- 20. 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
- 21. Production Services: A few of our recent events…
- 23. Staging and Technical Services
- 24. HPN Production Looks …
- 25. HPN Production Looks …
- 26. General Session Info-tainment Custom Talk Shows Letterman Best Damn Sports Show Saturday Night Live News Shows Game Shows
- 27. Theme Parties A great theme with interactive entertainment and eye-popping décor gets the party started! Creative Theme Development Conceptual descriptions and renderings Entertainment Options Interactive Theme Entertainment Audience Participation Food and Beverage Integration
- 28. THEMES
- 29. 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
- 30. 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
- 31. Fun Theme Party Entertainment Comedians - Sinbad, John Pinette Boogie Knights & The Rat Pack
- 32. HPN Pricing Commitment Hotel Site Selection and Contract Negotiations FREE HPN is compensated by the Hotel with a placement fee Full Service Meeting Management Fees 7.5% flat fee for overall program management Includes HPN staff on-site and all pre-planning Travel Expenses to include Air, Hotel & Ground paid by Nokia Registration and Database Management Web Based Registration and Management fees Set up fees $3,000 - $7,500.00 depending on complexity of site $10.00 - $15.00 per person based on web site detail Name badges (billed at $5.00 per person for input & production) Off-site Events & Transportation HPN to provide all services at at cost plus 10% - 12% HPN to provide will Nokia with all invoices HPN Commitment Complete disclosure of all costs - open book accounting HPN to cap Management Fees - no additional costs
- 34. Some of our Satisfied Client Partners
- 35. We look forward to the opportunity of working with your prestigious organization! Thank You for your time and consideration. After reviewing our presentation We hope you will agree… For great meetings is the KEY!