Event Logistics

Logistics management is an all-encompassing description. This area includes everything from the earliest development of timetables, hotel site selection and negotiation, advanced planning, program coordination, food and beverage planning, as well as on-site management. For success you must be able to meld thousands of pieces of information to create a smooth and polished event.

Not only does our extensive experience allow us to plan for all the thousands of elements of your program, but by means of consultation and detailed printed material (the staging guide), we prepare the hotel, both management and line staff, to understand your every need and to be able to meet those needs accordingly.

Quality logistical management is the end result of careful, detailed and knowledgeable planning. Our job is to guide your staff and to augment their tasks with our professional services.

Pre-Conference Logistics Planning

Perhaps nothing is as important as the preparation for a meeting. Failing to plan is planning to fail. At Prestige we focus early and intensely on every detail, no matter how small or seemingly innocuous, to ensure success. Experience has taught us how to meld thousands of bits of information and turn it into a smooth functioning event.

Food & Beverage Planning and Negotiation

We've spent thirty years working with leading chefs and food & beverage directors to develop wholesome, appealing, and exciting menus, at the best possible prices. Our expertise is in knowing how to guarantee numbers to ensure no lost revenue and in most cases, additional profit for our clients.

Menu Design

• Price negotiation
• Guarantees (to insure profitability)
• Theme parties and events

Meeting Space Allocation

Our vast experience with convention centers and hotels allows us to understand the nuances necessary to assign appropriate and proper space for all events at a particular meeting venue. Proper space allocation means much more than simply ensuring that the size of a meeting room will accommodate the number of attendees. More importantly it ensures proper flow for attendees and proper access for the behind the scene logistical components such as audiovisual staging, lighting and more.

Preparation of all Required Paper Work

• Staging Guide - Often encompassing hundreds of pages, this document ensures that the meeting venue has every detail necessary to service our client's event.
• Collection of speaker requirements
• VIP lists and reservations
• Preparation of appropriate RFPs
• Review of BEOs
• Review of hotel's in-house instructions to their staff

In addition, all the following services are within the scope of Prestige's expertise:

• Sign preparation
• Entertainment requirements
• Bussing
• Meeting room sets and changes
• Compilation of audio visual requirements
• Trade show layout and contracts
• Security requirements
• Interface with hotel/convention center staff
• Internet set up
• Equipment Rental (including computers, copiers, etc.)
• Temp staffing needs
• "Greening" the meeting
• International requirements
• Work with housing companies