Conferences, Incentives, Exhibitions and Meetings - full-service & on-site management of group events
► Venue Search
Finding the right venue is one of the early critical decisions when organising any event. We have access to details on many venues and can make savings on room hire, catering and accommodation. Wherever you plan to organise your next event we'll find you the perfect venue. Whether you need a city centre location or a unique spectacular place we will have access to it. Not only that, but you can be sure that you'll pay the lowest prices and our service costs you nothing! We save you time and money - one call to us might save you hundreds.
► Planning
We can help you organise your entire event or just a part of it always with complete attention to detail. Our team with vast experience of managing many varied and different conferences, provide a creative, original and value for money approach that will ensure the success of your next event. Working to your agreed specification we will support you with any or every part of the event plans. When you brief us we will prepare a detailed proposal telling you how we do things, including our quotation.
► Budgeting
Preparing an event budget can be daunting. Our team can analyze your preliminary budget figures and help you refine them based on our real-world experience. We will review the budget with you often during the planning stages, to make sure that we meet your cost limits.
- Calculation of a detailed budget
- Permanent budget update and control
- Opening of a project-related bank account
- Managing continual payments
- Settlements with service suppliers
- Comprehensive financial report of the conference including all costs and expenses
- Reminder
► Registration
The registration process is one of the earliest views your attendees will have of your meeting, and that first impression is important. Traventuria Ltd. will make sure that the process runs smoothly. We have the ability to allow your attendees to register online, and can automatically respond with the appropriate confirmation data.
- Processing of participant registrations
- Design and printing of registration form and reply fax
- Correspondence with participants
- Collecting and invoicing registration fees
- Confirming registration and payment to participants
- Regular communication with orderer about current number of participants
- Preparing name tags
- Managing on-site registration process
- Creating participants lists and statistics
► Conference materials
- Design & Print Design and create an individual and exciting style giving continuity to mailings, booking forms, signage, menus and badges.
- Mailing & Pre-event Registration, personalised invitations and information to prospective delegates
- Badges - your logo on quality badges from simple laminated clip design to security bar-coded produced in-house.
- Conference website
- Public relations - design and production of press information as arranged with orderer organization of a press conference; press assistance.
► Accommodation
- Securing hotel rooms in the requested hotel categories
- Room rate negotiations with the hotels
- Design and print of hotel reservation
- Confirming arrangements to participants
- Correspondence with hotel about booking details
- Supervision and administration of hotel deposits
- Administration of hotel allotments according to booking and cancellation policies
- Last-minute on-site hotel bookings
► Cattering
We offer full service catering and event production for corporate events, receptions, business meetings, intimate parties and banquets. Innovate, custom menus and creative presentations are just part of our process in planning and producing conference or any special occasion. Whether your event is large or small, our attention to detail, professional service and exquisite cuisine will make your event one that people will remember.
► Transportation
Traventuria Ltd. provides deluxe coaches and minibuses equipped with the latest mechanical and technical progresses that quarantee a complete quality service and the confort for the participants of any events.
We offer:
- Meeting delegates or speakers at the airport or other transit centers and transfer to hotels
- Transport services according events programmes
- Variety of transport such as deluxe coach, old buses, mini buses, cars, private limousines, old-timers, Hackney carriages etc.
► On-site management
Our staff will be on-site during your meeting to make sure everything runs smoothly. We will conduct a tie-down conference with the facility in advance of the meeting, supervise registration and ground transportation, troubleshoot any problems that arise, and monitor and reconcile the billing, so you can enjoy your meeting hassle-free. We provide a full on site management service for all events, taking the hassle out of running the day. This releases you to concentrate on achieving the objectives of the event and relax in the knowledge that the event will run smoothly.
For further details and assistance please contact us