Services

Meeting Planning

OpenDialogue provides effective solutions for all your meeting management needs. We guarantee a high-quality, cost-effective approach to producing professionally-managed events. OpenDialogue Meeting Management Services enables event organizers to deliver the industry's leading technical programs.

We offer to manage your entire meeting or event from start to finish, or provide assistance in the areas of your choice. Need help with pre-event planning, registration or exhibits? We're at your service.

Logistics

Function space assignment	Room set-up
Telephone lines	Office equipment
Security arrangements	Signage ordering and placement
Floor plan design	Guest amenities
Floral arrangements	Registration personnel
Audio taping	Audio/Visual needs

Food and Beverage Planning

Quantity - OpenDialogue has developed a formula to assist in determining what is the correct quantity of food and beverage to order for each of your events. This applies to coffee breaks, continental breakfasts and receptions.

Quality - OpenDialogue's planners are trained to select menus that fit each group's needs while at the same time providing variety and taste.

Budget - We can keep your food and beverage budget under control through:

careful pre-ordering based on OpenDialogue's formula	on-site monitoring and inventorying practices
effective negotiation	accurate guarantees

Suppliers

We can assist with so many of your supplier needs. Such as:

Locate and research suppliers	Prepare RFPs
Negotiations	Review proposals
Assist in contract review	Review final bill
Create comparison grid of various proposals
Make recommendations based on research
Manage pre-planning and on-site service

Monitoring Expenses

Your expenses will be controlled through:

initial negotiation of a facility contract
supplier negotiations
calculated food and beverage ordering
carefully monitored food and beverage guarantees
bill review
managing attrition fees

Post-Event Reports

One of the most important benefits of our Post-Event Report is that it illustrates the value of your meeting. It is imperative that the value of every meeting be documented. When presented with concrete evidence of your meeting's total worth, a hotel can make a more educated decision on whether or not to book your meeting, when to book it, at what room rates, and what concessions are appropriate. By knowing how much was spent on the various aspects of your meeting, we have more negotiating leverage in the future.

Our Post-Event Reports include:

total guest room pick-up and pattern, along with revenues generated
total food and beverage dollars spent by your group and its affiliates, including hospitalities
other income for a city or facility (suppliers such as audio/visual, floral, decorations, electrical, etc.)

In addition to documenting the value of your meeting, the Post-Event Report also includes a basic meeting overview, along with suggestions and recommendations for both the pre-planning and on-site stages of future meetings.

Site Research

OpenDialogue's proprietary database of the best meeting hotels and convention centres makes site selection comprehensive, accurate and easy for you. Our Site Selection system pinpoints the potential hotels and facilities that fulfill your needs and summarizes all critical criteria in an easy-to-read synopsis. Every detail you need to make an informed decision is included, resulting in the selection of the venue perfectly suited for your event.

Supplier Management

Save even more time and avoid frustration by allowing OpenDialogue to help select and contract the best suppliers in the industry to help with your event. OpenDialogue's supplier division will assist you in locating the services that you need for your conference and eliminate the numerous phone calls required to locate potential service providers. We will also assist you in the RFP, selection and contract process, and with the management of your suppliers in both the pre-planning and on-site stages.

On-site Management

OpenDialogue's goal is to make the on-site experience smooth and stress-free for our clients. This is done through pro-actively confirming all prior arrangements, anticipating potential problems, checking each event in advance, and staying in constant communication with facility and service staffs.

Specifically, we:

Conduct or assist with the pre-event meeting
Check the arrival and delivery of shipments
Conduct personnel briefings with suppliers
Provide updates on guarantees and attendee counts to hotel and suppliers
Monitor hotel staffing levels for maximum service
Verify accurate meeting room layout
Check placement and working condition of audio visual equipment
Meet with speakers to ensure their needs are fulfilled
Supervise the correct placement of buffets and bars for smooth traffic flow during events
Control costs through monitoring and inventorying food and beverage (continental breakfasts, coffee breaks, receptions, etc.)
Review banquet cheques and supplier invoices for accuracy

From venue selection to on-site management OpenDialogue Inc. will seamlessly coordinate all aspects of a successful, high-quality, well executed event.

Hotel Negotiations

We guarantee that the prices we negotiate on your behalf will be as low as or lower than you could arrange on your own. You are assured of accurate, liability-reducing contracts when you use OpenDialogue's contract services. OpenDialogue's contract department processes hotel contracts and is at your service to review your contract, not as a legal advisor, but to determine prevailing industry standards to help ensure your protection. This exclusive service permits accurate customization and significantly speeds up the negotiation process.