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Conference Site Selection

Hunt Conference Group has developed a close working relationship over the years with all of the major hotels companies and convention centers throughout the country. Our site selection process begins by discovering the business objectives for not only the conference but your organization as well. We do the research and provide you our recommendations of destinations, hotels and off-site venues to help you accomplish these objectives in a manner consistent with your organization’s standards. This information is then provided to you in a consolidated format made to simplify the process for your decision-making team

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Hotel and Facility

Establishing a successful partnership between two parties requires each party to come together with one common goal. At Hunt Conference Group, we believe this partnership begins with understanding the needs of the clients we represent as well as the hotels/venues, which sets us apart and ahead of our competitors. Our team of seasoned professionals have a true understanding of how hotel/venue pricing varies by time of the year, arrival day, how many months or years in advance bookings should be made, a hotel’s critical booking cycle and much more. Our team has experience from both the meeting planning and hotel/venue perspective of negotiations. We know how to find the best value for you in addition to limiting your liabilities in many aspects of the contract. What this means to you is a fairly negotiated contract that encourages a partnership with the hotel/venue and works in unison on the success of your event.

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On Site Management

During your event, we will manage all the components of your event, including but not limited to:

  • Coordinate the pre-convention meeting for you and your on-site team with the hotel/venue, assuring the details of all space, audio visual, food and beverage are finalized
  • Assure the hotel/venue is fully prepared for your group
  • Manage special services, i.e. accommodations, amenities, pick-up and drop off of all VIP’s and speakers
  • Manage on-site briefings and changes daily with suppliers (the general service contractor, audio visual company, decorators, security, florists, photographer, etc.)
  • Verifying prior to each meeting all meeting room set ups, coffee breaks and food functions.
  • Check placement and working condition of audio visual equipment
  • Responsible for confirming the arrival and delivery of shipments
  • Daily review of previous day’s financial expenditures, i.e. coffee breaks, meal counts, audio visual charges, etc.
  • Manage food and beverage and attendee guarantees
  • Oversee any contractual issues that may arise directly with the hotel, evaluate and present our recommendations to your planning committee for resolution

We are your liaison with the hotel and will guide you in all areas you wish us to; thus allowing you final decision.

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Food and Beverages

Our special event professionals realize that the success of the overall event can depend upon the food and beverage, which is often the nucleus of and most costly aspect of meetings and special events. We take great care and pay strict attention to this aspect. Many clients rely on us to manage their event’s food and beverage for several reasons:

  • Our creativity is stimulating, personalized to your objectives and affordable
  • Experience…we have 55 years of combined experience
  • Time management, let us handle this while you manage your program content
  • Yield management of your fiscal resources
  • Monitor food and beverage consumption, negotiate price and product and ensure that each dollar goes as far as possible.

We are your liaison with the hotel and will guide you in all areas you wish us to; thus allowing you final decision.

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Exhibitor and Sponsorship Management

Let Hunt Conference Group’s talented professionals design a dynamic exhibit and sponsorship program that will build your revenues with heavy emphasis on sponsor and exhibitor loyalty.

  • Selection of show manager
  • On-site move-in and move-out management services
  • Floor plan design
  • Contract and show policy documents
  • Prospectus and direct mail material
  • Electronic and fax marketing blasts
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Special Events

Our first class décor, ranging from elegant centerpieces to elaborate theme-oriented sets can transform your event site into an awe-inspiring backdrop for an exciting evening. Our creative vision turns an ordinary ballroom into a cruise ship, an opera house, the Australian Outback, malt shop or a multitude of other locales.

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Speaker Management

The coordination of recruiting, reviewing, selection, supporting and delivering qualified and industry-related speakers can exhaust your planning committee’s time and energy. At Hunt Conference Group, we will provide personal hands-on management from Call for Papers to On-Site Management to conclusion for: Handbook, Attendee Guide, Exhibitors Guide, Evaluation Forms, Bags. We will provide you with our recommendations per topic and facilitate your decision in a timely and organized fashion conducive to the overall event.