Meeting Planning

Since 1970, TDMG has been providing creative solutions to meet our clients’ meeting, incentive, and event needs. Our clients benefit from our strong relationships with every major hotel chain, hundreds of independent properties, and destination management companies. Our Meeting and Incentives Department is a progressive and full-service logistics team that is known for combining innovative technologies with personal attention to create meaningful meetings and incentives. From making airline reservations to ensuring salt and pepper are on the table at dinner, you can count on TDMG for your "One Stop" Shopping. We are dedicated to your success and are pleased to attend to all the details so you don't have to.

TDMG will interface with your staff and provide support with identifying meeting sites, vendor negotiations, and contract management. Utilizing our meeting technology, we can implement best practices, realize measurable cost savings, and gain access to extensive meeting resources. By consolidating and controlling total meeting spend, savings will be measured and tracked for while offering the best quality program.

Following are among the services TDMG provides:

Property Search: Finding the right facility to suit the objective of your meeting is the first step to success. We will work with you to find the most conducive location for your meeting needs, matching property with meeting function. Our meeting staff are well traveled, have conducted site inspections domestically and internationally, and can provide first-hand information on many destinations.

Negotiation: TDMG has developed strong relations over the past 34 years with every major hotel chain, hundreds of independent properties, destination management companies worldwide, all airline carriers, and rental car companies. These relationships and our volume of business have afforded us tremendous negotiating power in the industry. As a result, we are able to extend this great benefit to our clientele. Our seasoned meeting planners take pride in negotiating the best possible rates for hotels, meeting facilities and services, food and beverage, off site venues, activities, and any other related service necessary.

Meeting Planning: The following are services provided by our meeting planning staff:

• Hotel room block and rooming list management
• Function/meeting room arrangements
• Organization of audiovisual production with state-of-the-art equipment and experienced technicians
• Communication with your speakers/faculty to obtain crucial presentation/AV information and arrange slide review schedules
• Menu planning
• Air or rail travel arrangements
• Ground transportation management
• Site inspections
• Research off-property venues in accordance with program agenda
• Name badges, signage, tent cards
• Coordination of leisure activities and special events (when requested)
• Entertainment/Key Note Speaker arrangements
• Binder production (no content development)
• Amenity ideas, ordering and delivery

On-Site Meeting Management - TDMG is proud to have many top-rate professional meeting planners and tour escorts on staff to focus on the following areas:

• Uniformed (professionally dressed), easy to identify staff
• Quality control of each event
• Registration/hospitality desk
• Pre-checks of all meeting and event set-ups to ensure accurate specifications
• Audio-visual coordination
• Overseeing / coordinating all food and beverage functions
• On-going management of guarantees
• Sign placement and attendee assistance for easy meeting flow
• Communicating with key meeting contacts for last minute requests and changes
• On-site team 24-hour communication system
• Syllabi distribution/binder placement
• Amenity delivery coordination
• Housekeeping notes
• Guests comfort and satisfaction
• Ground transportation - including VIP “meet and greet” services upon arrival at hotel
• Airline / ticket changes
• Activities and off-site events

Meetings Technology

At TDMG our staff helps you produce the biggest return on your organization’s investment. That means efficient site selection, contract negotiations, program development, budgeting, travel, synchronized functions, and accountability. For every meeting that we manage, we will include a budget with ROI information.