Your One-Stop Meeting Solution Source

HPN GLOBAL

Corporate Meeting Planning Services

HPN Global Overview

• Who are we?

– Introduction

• HPN Global Services

– Site Selection and Hotel Contract Negotiations

– Full Service Event Management

• HPN Global 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 Global Pricing Commitment

• HPN Global Clients and Vendor Partnerships

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.

HPN Services: Site Selection & Contract Negotiations

Traditional Sourcing

HOTEL

Associate

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HPN’s Sourcing/Purchasing

HPN Centralized Purchasing

Associate

Associate

Associate

HOTEL

HPN is the only site selection firm with centralized purchasing giving HPN

the volume buying power to save our clients time and money!

HPN Services: Site Selection & Contract Negotiations

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

– 3rd largest placement volume firm since inception in 2002, placing over 800,000 rooms worldwide annually

– Over $80 million annually in meeting contracts globally – Site selection and contract negotiations at NO COST to you– Only site selection firm utilizing centralized purchasing for more buying power– Effective March 1, 2010: HPN Global with 290 meeting professionals in 45 countries

• HPN reviews your meeting & event requirements ensure the appropriate hotel is selected to meet your expectations

– Hotel room blocks (single, double, suites and ADA requirements)– Meeting or Event Space (attendance, seating configurations, AV considerations, attendee flow)– Special events requiring specific locations (resort, downtown, golf, attractions, etc.)– On-Site Amenities (Restaurants, Shops, Spa, Fitness Center, Business Center, etc)

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

– Minimized financial risk on cancellation & attrition terms– Appropriate concessions customized to benefit your specific group needs– Pre-negotiated contractual terms in place with several of the major chain hotels saving valuable time.

HPN Global

• HPN Global is the world’s most premier site selection and event management company

• Operating in 45 countries and growing

• Longstanding relationships with hoteliers at all levels (Corporate and International)

• Over 4,000 clients globally

• Home office and purchasing based in Scottsdale, Arizona

• Regional Headquarters in Asia, Europe and South America starting in 2010

HPN Services: Full Service Event Management

HPN extensively researches your requirements and history to ensure we

exceed your 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

Programs

Present• Creative Concepts

and Design

• Full Budget Review

• Cost Saving Strategies

The HPN Process

HPN Meeting Services: Pre-Planning & 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

HPN Meeting Services: Registration & Database 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.

• HPN will develop a custom Web-based

Registration Solution based on your

brand or event theme

• HPN’s registration solution allows you

to stay in touch with your attendees

through e-Marketing email campaigns

• Our custom developed registration

solutions save our clients thousands

of dollars by tracking attendance at

sessions, activities and F&B functions

• Tracking history for future planning

HPN Meeting Services: Airline Transportation

Pre-planning: Group air analysis is prepared as the first step

to demonstrate the current airfares and determine the best

travel service, routing, and/or lowest fares possible. There

are three air options:

– Individual Airline Reservation Process: The airline request is

researched and sent to the traveler to review and approve before

ticketing. The travelers’ special requests will be addressed at this

time and the Shamrock Travel Allocation implemented.

– Group Block Airline Reservation Process: A block of seats are

reserved with the airline and those options are offered to the

passengers. No deviations or changes are permitted on group blocks.

Ticket fares are locked in advance, airline inventory is removed from

open sales. Passenger names are provided to the airline by pre-

determined contracted deadlines.

– Charter Airline: An airline charter is contracted for a set fee. This

option is suggested if all attendees are traveling to and from the same

location on the same date and time. This is often not the most

economical fare option.

HPN Meeting Services: Ground Transportation

• Staff located at hotels and airports to greet your group and assist with airline check-in,

arrivals and hotel transfers

• Uniformed staff with two-way radio communication

• Assistance for physically challenged travelers

• Coordination of VIP transfer arrangements

• Coordination of offsite event and activity transfers

HPN Meeting Services: Destination Management

• Recreational activities

• Local tours and attractions

• Spouse activities

• Off-site events

• Restaurant Dine-Around’s

• Entertainment and Theme Parties

HPN Meeting Services: Promotions and Gift Ideas

HPN Meeting Services: Production

• 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

HPN Meeting Services: Production

HPN Meeting Services: Theme Parties

A great theme with interactive entertainment,

eye-popping décor and staging gets the party started!

HPN Meeting Services: Creative Theme Development

HPN Meeting Services: Themed Agendas & Programs

HPN Meeting Services: Themed Collateral

HPN Fees

• Hotel Site Selection and Contract Negotiations– FREE

– HPN is compensated by the Hotel with a placement fee

• Full Service Meeting Management Fees– 5-15% for overall program management

– Travel expenses to include air, hotel & ground and per diem

• Web Based Registration and Management fees– Set up fees $5,000 - $7,500 (based on standard programming requirements)

– $10.00 per person based on web registration

– $20.00 per person for Operator assisted registration (call-in, fax or mailed)

• Other Services (Off-site Events, Transportation, Creative Theme Development)– HPN to provide all services at at cost plus 10% - 20%

• HPN Commitment – Complete disclosure of all costs - open book accounting

HPN Client Partners

HPN Vendor Partnerships

HPN – Saving you time and money while adding value to your meetings.

Thank You

for your time and consideration.

After reviewing our presentation

We hope you will agree…

For great meetings

is the KEY!

We look forward to the opportunity

of working with your prestigious organization!