915 Cumberland
Little Rock, Arkansas 72202
501.376.4171  ·  800.727.1960
goaway@poetravel.com
 

Meetings and Incentives:
Landscapes of Opportunity

Keeping customers, employees, and other interested groups informed is a high priority for almost all corporations. Through Poe Travel's Meetings and Incentives Division, we not only help you with the travel arrangements and logistics of your important meetings, but we also offer highly effective ways to motivate customers, sales staff, and others, as well. Consider us your outsource solution for effective meetings, conferences, and incentive programs. Our team of professional meeting planners will assist you and your staff in making every meeting, conference, and incentive event an experience that resonates long after the trip is over.

Group Air Movement/Ground Transportation
Virtually every meeting, conference, or incentive program has an air travel component. The act of moving large groups of people to a destination in an efficient, affordable, and manageable manner is a work of art. Our group agents at Poe Travel Meetings and Incentives are experts at finding the right combination of airlines that will offer your attendees convenient schedules and discounted fares for your special event. Our travel services donft stop at the airport, though. Our staff works with quality ground transportation companies to assure that your attendees are handled with care from the airport to the destination in a manner that reflects your care for their comfort and safety.

Registration Processes
The first contact attendees usually have with your event is registration. Our group department can assist you at any level of participation you desire. From assisting you in designing the registration forms to acting as the registration desk, Poe Travel Meetings and Incentives staff will make available to you our extensive experience in the registration process. Here are some of the services available:
  • Attendee meeting registration and room reservation in one process

  • Registration via toll-free phone numbers, e-mail, fax, or online via the Internet

  • Enhanced customer service with all registrants receiving a confirmation within 24 hours

  • Fully customizable registration forms designed to collect information you specify

  • Comprehensive reporting customized to your needs, including minute-by-minute event statistics

  • Online surveys, including tabulated results, that can be tied to an event or created independently

  • Accounting management, including the tracking of payments and refunds and the generation of invoices and receipts

  • A secure server with full encryption for all information entered online by attendees

  • Authorization and process of credit card registrations online

  • Customizable e-mails, including registration confirmations, cancellation notifications, invitations, reminders, and more

  • Printing of customized name badges

  • A strictly enforced policy of privacy for all attendee information

  • Attendee packets

Hotel Contracts
Our vast experience with several properties around the world allows us to assist you in choosing the perfect hotel location for your event. We not only offer you multiple choices, but also help you analyze the benefits and drawbacks of each hotel or resort.

We can also help you...
  • Negotiate the lowest possible rate for your program

  • Review meeting space available and ascertain whether it meets the goals of your event

  • Negotiate food and beverage minimums, attrition clauses, departure times, and cancellation commitments

  • Define meeting space move-in and move-out dates

  • Identify how hotels make money, and assess the value your business represents

  • Understand critical hotel contract clauses and how you should modify them

  • Identify what is and isn't negotiable in a hotel contract

  • Recognize the power of "No" in hotel contract negotiations


Other Conference and Meeting Services:
  • Audio-visual management

  • Conference theme concept and development, including production and distribution of marketing materials

  • Budget development and management

  • On-site staffing and management

  • Pre- and post-event tours and events

  • Exhibitor and speaker management

  • Round-the-clock attendee services

  • Post-program survey and debriefing