Tap into the

Source:the Site

Sourcing Expertsat Experient

T H E S O U R C E F O R

I N T E G R AT E D M E E

T I N G A N D E V E N T S O

L U T I O N S

TO HAVE A SUCCESSFUl EVEnT

YOU NEED THE RIGHT SITE

Infinite SupplyVenue selection is comprehensive, accurate and easy with the extensive

Experient proprietary database of the best event facilities. Our site selection

system pinpoints hotels and facilities that fulfill your needs and summarizes

all critical criteria in an easy-to-read synopsis. Every detail needed to make an

informed decision is included, so you can find the perfect location for each

of your events. The end result is to help you control costs, manage risks and

maximize your time – and please your participants.

Choosing the right

venue in the right city

will help you draw

attendees and produce

memorable events well

within your budget.

Experient will find the

perfect location for

your event, whether

your event is for 20 or

20,000, stateside or

overseas. Our staff is

overflowing with proven

techniques and efficient

processes learned in

our more than 40 years

of providing extensive

site selection services.

OUR C H E C K L I ST :Site Researchq Review meeting objectives and organizational goalsq Analyze attendee demographicsq Review event budgetq Analyze event history

q Consider audience pattern preferences

q Analyze comprehensive event agenda

q Identify qualified venuesq Check for best available ratesq Evaluate airport liftq Initiate RFPSite Selectionq Analyze RFP responsesq Confirm venue capabilities match event needsq Prepare comparison matrixq Make finalist recommendationsq Coordinate site inspections

Contract Managementq Secure desired concessionsq Integrate current “best practices” terms and conditionsq Confirm applicable risk mitigation is integrated in final contractq Conduct quality control and industry expert reviewq Submit final approved contractq Track contractual milestonesq Complete post-event analysis, client feedback, room block pickupq Prepare recommendations for subsequent event

m

ed.

a

Experient has the optimusolution for each of your offsite

meetings regardless of size.

As leaders in the industry, we’re

able to team the best sources together

in order to provide time savings and

outstanding site research solutions

to our clients that’s unmatch

Cool and RefreshingOur broad range of relationships with convention

nd meeting facilities, hotels and suppliers around

the world allows us to get you the best prices

and the best contracts.

E X P E R I E N T is among the top room producers

for Hilton, Hyatt, InterContinental, Marriott and

Starwood hotels. Let us integrate your needs

with our collective purchasing power

to help you achieve the optimum combination

of rates, terms and concessions.

V i s i t w w w . e x p e r i e n t - i n c . c o m t o d a y .

Our experts track hotel prices and resources andwe use our volume buying power to get you

the

best room rates, using efficient processes,

extensive reporting — public knowledge tools

plus our private pool of essential information,including historical rates and customer feedback

—and excellent benchmarking practices.Completely Essential

Delivering the best room rate is only part of the job. Experient negotiates to get you the most extensive

package of premium services and concessions, comfortable meeting rooms and ancillary space through the

use of our electronically templated, standardized contracts developed in partnership with most hotel chains.

This exclusive service allows us to get a contract that is fully customized for your organization’s needs,

designed to protect your group from potential liabilities and ensure you have a great event.

Save time and money and get the best results.

Put the Site Sourcing Experts from Experient to work for you.

B E H I N DYOUR EVENTSFor more information on Site

Sourcing or any of our integrated

meeting and event solutions,

please contact your Experient

representative or:Visit: www.experient-inc.com

w w w . e x p e r i e n t - i n

c . c o m

Perfecting the Event Experience® © Experient Inc. 2013

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Frequently Asked QuestionsHow can you do so much work for me and not charge me for it? This

sounds too good to be true!We perform a service that is not only valuable to you, the client, but to the hotels as well. In the verycompetitive hospitality industry, third-party service providers like Experient are compensated for their business by hotels and resorts.

I am interested in researching many different properties, not just the big chains. Does Experientrepresent only brand name properties?

Experient is not affiliated with any hotel chains or resort properties. We represent you, our client. Withyour direction, we will research all properties that meet your requirements and criteria in the destination cities of your choice. In fact, we can be an excellent source for identifying one-of-a-kind, independent properties.

If I use Experient to perform a search, should I also contact hotels?In order for our relationship to be the most productive, we ask that you allow us to be responsible for the collection of information from each hotel and destination. You will always be involved as much or as little as you desire. We treat every client uniquely. This not only frees up your time and eliminates duplicate efforts, but it gives us the most leverage when negotiating a contract on your behalf. Having one primary point of contact is essential to our success in effectively representing you when communicating with properties and negotiating a favorable agreement for you.

But I enjoy talking with the hotels and negotiating with them. How will they know this is myevent?Experient is happy to fill the role you want. Sometimes we are out in front of you with the hotels. Other times we are standing behind you providing feedback on how to best negotiate with a hotel. We only want to insure that you receive the best deal possible. However, in the early stages of the process it is best that only Experient sends out the leads to minimize confusion. Then as we narrow the number of hotels to negotiate with we can revise our game plan to insure you are comfortable with everyone's role.

Planning meetings is the best part of my job. If I use Experient for site selection and contractnegotiation, will I have to give up the perks I enjoy from the hotels, including site visits?

You don’t have to give up anything when you work with Experient, except maybe the headaches! Whenyou work with Experient we take care of the busy work that can distract you from being productive in your primary strategic responsibilities. We research properties that meet your criteria and provide you focused, detailed information on properties that match your needs. We become the point of contact with the hotels, so you don’t have to field phone calls and faxes. You still perform the site inspection, only we make thearrangements and coordinate your itinerary for you. All the best parts of meeting planning are still in your control. Experient does the legwork for you, so you can focus on the details and specifics that makemeeting planning an exciting and rewarding part of your job.

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I’m a meeting planner, why would I use Experient?Meeting planners make up some of our most satisfied customers. If anyone understands how involved planning a meeting or conference can be, it is an in-house planner. Experient focuses on the time- consuming process of researching properties based on your specifications. You remain in control of the entire process, directing us where to search and providing us essential feedback so we can negotiate a favorable agreement on your behalf. Having these responsibilities well under control allows you to spend your time focused on meeting content, meal planning, guest speakers, activities, recreation and off-site events – all the important details that make your meetings a success.

Will I still collect rewards points for my meetings if I work with Experient?Absolutely! We will always make sure you are recognized for your business. We keep your account numbers on file and make sure the contract is written so that you are rewarded for the business.I’ve been booking hotels for years. How can Experient get a better deal than I can?The answer is simple . . . volume and relationships. Because we do hundreds of meetings a year, we have established relationships with national account managers representing hotel chains worldwide. We not only have relationships with these contacts, but more importantly, we have a history with them. We are given priority response to our requests and have negotiating leverage due to the promise of future business. Experient takes pride in negotiating an excellent rate on your behalf, and will negotiate the terms and conditions of your contract, ensuring the final agreement is one that protects your needs and interests.

I have been doing this for years, how could you make it any simpler or easier for me?Our buying power not only provides you with the best rates and concessions, it also provides you with the best process for booking your meetings. On average a hotel proposal is 7 pages long. We compile all of this information into one easy to read grid. This allows you to compare apples to apples on the key items most important to you. We also access our database of several thousand meetings annually to ensure the rates and overall package are the best they can be. Once it is time to contract, there are nosurprises. We have approved contracts with the major chains that have your best interest in mind. These contracts are one of the primary reasons why over 92% of the people who used us for the first time, decided to work with us again.

I currently work with a number of different suppliers for Registration, Housing, etc. Why would Iwant to put all my eggs in one basket?By working with one provider it is possible to realize significant economies of scale, which lead to greater savings. However, we are willing to work with you on an a la carte basis. While we have a wide range of services to offer, we would only want to propose what is the right solution for your needs. This is best accomplished in a conversation where we listen to your concerns from previous events.