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GSE Meetings & Events

Scope of Services

GSE simplifies the event planning process within our scope of services by dividing it into three main components:

Each of these three components plays an integral part in the overall success of our clients' events, meetings or conferences.

Event Support and Services

Event support and services is the foundation of any successful event. GSE is committed to handling each detail in accordance with the goals and objectives of our client to ensure that the production and execution of the event is of the highest possible quality. Our overall potential scope of services includes:

Site Analysis and Recommendations
  • Extensive site research
  • Coordination of and preparation for site visits
  • Site visit execution and development of thorough post-visit reports
  • Site recommendation and selection
Event Registration and Enrollment Process
  • On-line event registration
  • Event telephone hotline and Email account to address participant questions and concerns
  • Hands-on involvement with registration process
Database Management
  • Enrollment and registration
  • Activity selections and changes
  • VIP guests - special needs and requests
  • Account for and maintain all pertinent guest information, including hotel room requests, air and ground transportation
  • Event tracking
Coordinate and Assist with Event Website Construction
  • Design and layout
  • Content
  • Website security management
Develop and Produce Pre-trip and Welcome Packet Materials
  • Develop and suggest creative ideas for pre-trip materials
  • Cost comparisons
  • Agendas
  • Personal itineraries
  • Luggage tags
  • Activity selections and options
  • Maps
  • Custom labels and envelopes
  • Pertinent venue information
  • Assist in development of program book
Coordinate Ground and Air Transportation
  • Work directly with selected travel agency to oversee booking of all flights and to control budget
  • Create Arrival/Departure manifests
  • Directly oversee any special travel arrangements
  • Prepare individualized departure notices
  • Select and negotiate contract with ground transportation vendor
  • Schedule transfers and shuttle service
  • Oversee all ground transfers including VIP transfers to and from corporate jets
  • Cost comparisons
Coordinate Hotel Logistics
  • Negotiate hotel contracts
  • Prepare rooming manifests
  • Secure function space for all program elements
  • Coordinate special requests
  • Track changes and cancellations
Merchandise and Premiums
  • Research merchandise and conduct cost comparisons
  • Coordination with event theme
  • Item recommendation and selection
  • Quality control
  • Conduct inventory
  • Event distribution
Coordinate Activities and Tours
  • Research potential activity options
  • Activity selection and procurement
  • Individualized itineraries
  • Schedule transfers and shuttle service
Coordinate Speakers, Celebrity Appearances and Performances
  • Speakers
  • Professional athletes
  • National recording artists
  • Motion picture actors/actresses
  • Comedians
  • Industry experts
  • Other live entertainment
Design and Development of Corporate Signage and Event Logos
  • Modification or recreation of existing corporate event logo
  • Design or create a new event logo
  • Customize event signage in conjunction with event theme
  • Cost comparison
  • Logistics of signage layout to maximize visibility

Operations and Logistics

The Operations and Logistics component encompasses the overall management and execution of the event or meeting. GSE will provide a customized critical path timeline that will allow our clients to visualize and track all of the steps necessary to propel an event to a level of true excellence.

Pre-Event Reporting
  • Critical path timeline through event completion
  • Weekly status reports on event development
On-Site Event Management
  • Assemble travel staff for on-site management
  • Prepare travel staff duty assignments
  • Manage all events, functions and activities
  • 24-hour accessibility to travel staff members
  • Management of hospitality desk and suite
  • Address attendee questions and concerns
  • Ensure the overall success of your event
Coordinate Menu Selection and Facility Set-up
  • Menu recommendations and finalization
  • Monitor meeting room set-up
  • Creation of floor plans
  • Equipment requirements
  • Audio/Visual requirements
Coordinate and Manage Event Design and Décor
  • Develop theme ideas and suggestions
  • Theme recommendation and selection
  • Creation and execution of event proposals
  • Creation of floor plans

Financial and Administrative Oversight

GSE will go to great lengths to ensure all events and programs fall within established budgetary guidelines. Through our relationships and contacts within the industry, we are able to negotiate the very best rates for our clients, while meeting and exceeding their event expectations.

Contract Negotiation
  • Venue
  • Entertainment
  • Hotel
  • Catering
  • Transportation
  • Event Vendors
Budget Development and Tracking
  • Coordination of budgetary expectations
  • Detailed breakdown of event costs
  • Periodic budgetary updates to ensure that all expectations are being met
Event Vendor Manifest
  • Estimated and final costs
  • Invoicing and collections
Final Bill Reconciliation
  • Verification of charges and fees
  • Complete reconciliation report
Post-Event Evaluations
  • Quality assurance check of event
  • Assessment of GSE's performance before, during and after event

GSE Meetings and Events