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HPN GLOBAL Corporate Meeting Planning Services

Your One-Stop Meeting Solution Source

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


HPN is the only site selection firm with centralized purchasing giving HPN the volume buying power to save our clients time and money!

Traditional Sourcing
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HPNs Sourcing/Purchasing
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HOTEL

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HPN Centralized Purchasing

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HOTEL

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)

HPNs 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 worlds 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.
The HPN Process

Research
Your Company Your Customers and Competitors Your Business Goals and Objectives Your Past Events and Programs

Design
Program Theme and Message Program Plan Event Outline and Budget Staging and Signage

Present

Organize

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

Creative Concepts Timelines and Critical and Design Deadlines Full Budget Review Logistics Plan and Cost Saving Strategies Vendors Weekly Meetings Venue Reporting Requirements Budget Management

HPN Meeting Services: Pre-Planning & On-Site Management


HPNs 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 HPNs 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 predetermined 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-Arounds Entertainment and Theme Parties

HPN Meeting Services: Promotions and Gift Ideas

HPN Meeting Services: Production


HPNs 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 Dcor 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 dcor 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

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!

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

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