Our menu of services allows you to pick and choose which services you need for us to manage to free up your time to concentrate on other aspects of your event.We can help with any portion of the event or do a full turnkey operation.

Site Research

After getting detailed input from you, WM&I will create a comprehensive RFP to solicit potential hotels, cruise ships, or special event sites that meet your critical criteria. With these responses, we will compile a snapshot chart of availability, which includes the pros and cons of each available facility as well as our recommendations based on first hand experience. With your interests in mind and those of your attendees, we can find the best venue possible to host your event. Furthermore, we can help steer you to the best "value" situations by partnering your criteria and the venue's needs.

Hotel Contract Negotiations

WM&I will act on your behalf to secure the most beneficial hotel contract possible. While not acting in a legal capacity, we can ensure that the contract terms reached will reduce your liabilities, increase your concessions, and adhere to industry standards for your protection. WM&I also continues to monitor all hotel contract terms throughout the pre-event process, paying particularl attention to room attrition stipulations and planning deadlines.

Meeting Planning

This is the entire turnkey process encompassing all of the logistical details involved in preparing for a successfully executed meeting-based event (sales, training, planning retreats, teambuilding). We prepare all official documentation required by both the meeting's suppliers and attendees, including the detailed hotel resume, banquet event orders, and other requirements to the suppliers to ensure that every detail is covered. Several hotels have, in fact, passed along some of our communication formats as state-of-the-art industry samples of high level organization and professionalism. You can count on our creativity and attention to detail to ensure a complete success in the eyes of you and your attendees.

Our menu-based meeting management services can be tailored to your requirements and priced accordingly:

• Assignment and coordination of all meeting space for various functions
• Food and beverage arrangements for all group and private VIP functions
• Supplier coordination for the following:
  • Destination Management Companies (DMC) which assist with local ground transportation, off-site recreation, tours, and theme parties
  • Florists
  • Decorators
  • Office equipment rentals
  • Small meeting a/v
  • Security personnel
  • Entertainment
  • Photographers
  • Translators
  • Golf tournament facilities
  • Other off-site special event facilities
• Signage design and placement during the conference
• Guest amenities
• VIP special requests for in-suite meetings, hospitality, etc.
• Assistance with your total event budgeting
• Monitoring and managing all expenses processed through WM&I

Incentive Travel Planning

Most of the referenced meeting planning aspects (defined above) apply equally to incentive travel planning. The primary distinction is that incentive travel is usually a reward while meetings are usually compulsory. Incentive travel therefore is used as a powerful motivational tool that rewards your top producers, customers and other deserving constituents with the memories of a lifetime. From consultation to operation, WM&I can create themed programs to exciting destinations and do so with artistic flair and flawless execution We are on your side in making sure your travel reward dollars have the return on investment that grows your business and bolsters your customer/employee loyalty.

Final Billing Reconciliation

The documentation your company's financial controllers need post-conference is a crucial component to a fully-executed event. WM&I takes pride in the detailed and organized fashion in which all expenses and revenues (if applicable) processed through us are presented to you after the event's conclusion. Back-up documentation verifying all charges, provided in a timely manner, gives your company the tax receipts required for audit purposes. Additionally, a post-event Conference Data Sheet provides you with all the key numbers that your event generated with regard to expenditures, revenues, attendees, and any other measured data you might find helpgul for future planning..

Attendee Event Registration

WM&I can provide you with professional copywriting of your registration/invitation documents, along with custom-designing all paper and/or online forms needed to collect your attendee data according to your needs.

Our proprietary database software, RegWiz, was developed to handle even the most complex data requirements. This state-of-the-art software is always customized to each individual client's needs by collecting and disbursing any data you might require, including attendee demographics, revenue reports, hotel room inventory/pick-up, golf tournament player handicaps, spouse events, t-shirt sizes, and anything in between. You can also have quick access to all of the data being collected during the attendee registration process.

Your attendees will have the ability to register by mail, fax, or online either through your website or a link to ours. We also provide a toll-free line for attendees to call our dedicated registration staff with any questions about or changes to their arrangements. These lines are staffed for your attendees from the time the registration brochures are sent until all final financial reconciliations are completed.

Confirmations to each attendee are electronically sent. We process all registration payments via credit card, check, cash, or money order, and most importantly, we pursue delinquent receivables until all fees are collected and accounted for.

The attendee data collected by WM&I during the registration period can be used for many purposes, including name badges, seminar assignments, table seatings and internal statistics for the event.

Attendee Housing Management (primarily applicable to meetings where individuals register for an event directly with WM&I)

One of the most challenging yet important aspects of event planning is housing management. This begins with a careful calculation of your anticipated room block, which is based on your past event history.  We make every effort to reduce your liabilities and cancellation penalties associated with the room block by monitoring the room pick-up process closely. We also make every effort to encourage attendees to book hotel rooms within your contracted group block. We are in regular contact with the hotel's group housing department to monitor and respond to real-time situations, such as hotel sell-out status.  Our quality control systems for the room reservation data are unmatched in the industry.

On-Site Management

As the client, your most important duties during the event itself are to communicate your meeting's message and build upon existing relationships with your attendees. All the behind-the-scenes details meanwhile are handled by WM&I. You'll find that one of the top reasons our clients continue to hire WM&I is due to our on-site management presence, which is a professional representation of your corporate image. Our seasoned and personable staff is there to greet and get your attendees “"geared up"” for your event by distributing all the event registration materials before the opening curtain goes up. Throughout the event, we manage the myriad of real-time details associated with the event: setting up a staff office, advancing food & beverage functions, coordinating such off-site activities as tours and recreation, placing directional signage, catering to VIP requests, checking meeting room a/v set-ups, assisting the Front Desk with any check-in issues, staying in constant communication with our key hotel contacts, and always making sure YOU look good.