1 Prepared Specially For: University of Texas Planners
2 YOUR ONE SOURCE for Global Meetings & Events ConferenceDirect Overview Services Provided ConferenceDirect Difference ConferenceDirect Experience Customer Testimonials
3 About ConferenceDirect ConferenceDirect is one of the industry s most recognized full-service, meeting solutions companies. We deliver value. We save you time and money. We secure the best venue location for you at the most favorable terms possible. We are YOUR ONE SOURCE for global meetings & events!
4 Services Provided Site Selection Contract Negotiation Housing Management Registration Services Conference Management Mobile App Technology Strategic Meetings Management
5 Site Selection At no cost to you, we will research, review, create & deliver an unbiased report of all available best fit venues for your event. Single Point of Contact Global Representation Extensive Product Knowledge Comprehensive Analysis Site Inspection Assistance Find the perfect destination Prepare & send RFPs Review RFP responses and compared quotes
6 Contract Negotiation We negotiate more than 10,000 contracts every year. We use that insight and buying intelligence to negotiate the most favorable terms possible for our clients. Savvy negotiators Standardized contracts with most major chains and independent hotels No add-on clause Favorable attrition clause Pre and post group rates Group rates available after cut-off dates Special client-friendly cancellation terms
7 Housing Management ConferenceDirect offers turnkey housing services that drive attendance into your block, provide opportunities for increases in revenue and concessions, while also improving attendee satisfaction. Our services include Room Block Management, Event Housing Websites, Room Block Marketing and Room Block Audit Services. Benefits at a Glance Maximize block pickup Reduce attrition exposure Minimize attendee book-arounds Increase attendee satisfaction Handle last minute changes with ease Minimize your workload Access real-time reservation data Develop a more accurate history of your event Increase earned comps and/or rebate revenue
8 Registration Services Create a first-class impression with your attendees through a quality registration experience. ConferenceDirect knows the right technology to make your meeting attendee management simple, flexible and hassle-free. From standard registrations to 100% customized attendee management software, we re here for you. Knowledgeable Staff Attendee Communication Online Financial Processing Customized Software Customized Meeting Website Back Office Management Direct Connect to Event Mobile App Technology On-site Services
9 Conference Management ConferenceDirect offers an extensive range of professional conference planning services to support all your meeting management requirements and allows our client organizations the peace of mind in knowing that ConferenceDirect is well positioned to effectively manage the most simplistic programs as well as the most complex citywide conventions. Vast Knowledge & Industry Expertise Flexible & Customized Meeting Management Efficiency and Cost Savings Solid Execution that Comes from Experience Industry-Leading Coverage/Resources with over 60 Conference Managers
10 Conference Management Meeting Your Project Management Needs with a Wide Array of Services: Venue Management Pre-conference Planning & Logistic Functions Exhibit/Sponsorship Sales & Management Finance/Budget Management Education, Space Logistics Audio-Visual/Business Theater Production WiFi Planning & Negotiating Food & Beverage Planning & Budgeting Marketing & Collateral Design & Distribution Incentive/Motivation Program Management Post Event Management
11 Mobile App Technology We build your mobile event app, and lend our expertise in marketing, maintaining and maximizing its incredible benefits. Our event app provides easy access to detailed agendas by day and track, conference attendees, and keynote speakers. Go Green by placing your printed materials electronically in the palm of your attendee s hands Increase attendee management Greater sponsor and/or exhibitor exposure Increase attendee networking by giving them a platform to communicate with each other Target specific attendees and groups via app alerts
12 ConferenceDirect Difference
13 ConferenceDirect Difference 1. Pre-negotiated Standardized Contracts 2. Cost Savings Reports 3. Extensive Buying Intelligence 4. Broad Range of Hotel Brands 5. Comprehensive Site Selection Analysis 6. Customer History Form
14 1. Pre-Negotiated Standardized Contracts What most people don t realize is that there are over 60 negotiable terms in a hotel contract. We have negotiated contracts with participating hotel chains to secure the most favorable terms possible. No Add-On Clause Favorable Attrition Clauses Pre & Post Group Room Rates Special Cancellation Terms Group Rates after Cut-Off Date
15 2. Cost Savings Reports Our detailed Cost Savings Reports break down the financial savings of working with ConferenceDirect. In addition, you ll achieve internal costsavings by working with ConferenceDirect.
16 3. Extensive Buying Intelligence Proprietary Pricing Intelligence Database Contract Terms of More Than 60,000 Events New Meeting Booked Every 15 Minutes More Than 10,000 New Events Added Each Year
17 4. Broad Range of Hotel Brands There are 150,000+ hotels globally, and because we re truly independent, we represent all of them. This gives you a diverse and comprehensive set of options when it comes to choosing the best venue for your event.
18 5. Comprehensive Site Selection Analysis Site Selection Analysis RESEARCHED œavailable Embassy Suites Hotel Atlanta-Buckhead Atlanta, Georgia Guest Rooms: 316 Dates Available 9/24/2014-9/26/2014, 1st Option đ Single Rate: $ đ Double Rate: $ Additional Room Rate Information đ Additional Person Fee: $20.00 đ Occupancy Tax: 8% đ Room Tax: 7% đ High Speed Internet: $9.95 / 24 hrs. đ 800 Call Charges: Complimentary Function Space đ Total Function Space Cost: $ Total đ Can you accommodate all of the meeting space requirements? Yes Function Space Comments đ We recommend Irby (855 sq ft) for the meetings on 25th & 26th of September The meeting room rental is $ per day and includes set up to your specifications, DSL high speed internet access, pull down screen, pads, pens, water service and hard candies. F&B No food and beverage minimum will be required with 80% of pick up of guest room block. đ Avg. Continental Breakfast: $8.95 đ Avg. Buffet Breakfast: $16.95 đ Avg. Lunch: $16.95 đ Avg. Dinner: $28.95 đ AM Break: $7.95 đ PM Break: $7.95 Distance to Airport 30 Minutes from Hartsfield Airport Features and Amenities đ Suite rates include: ~Complimentary Full Cooked to Order Breakfast ~Complimentary Manager's Reception served each evening from 5:30p-7:30p ~Complimentary shuttle service within one mile radius of the hotel - Health Club Charges: Complimentary - Parking: $14/day (Report Continued)
19 5. Comprehensive Site Selection Analysis Site Selection Analysis RESEARCHED œavailable JW Marriott Hotel Atlanta-Buckhead Atlanta, Georgia Guest Rooms: 371 Dates Available 9/24/2014-9/26/2014, 1st Option đ Single Rate: $ đ Double Rate: $ Additional Room Rate Information đ Service Charge: 22 % đ Room Tax: 8 % đ Occupancy Tax: 7 % đ Rates quoted are commissionable? Yes - High Speed Internet: $12.95/24 hrs Call Charges: Included w/internet chg. Function Space đ Can you accommodate all of the meeting space requirements? Yes F&B đ Continental $21.00 đ Lunch Buffets $36.00 F&B Comments Fewer than 30 guests, please add an additional one time $85.00 charge Above prices are subject to a 22% taxable service charge and 8% sales tax Distance to Airport: 25 Minutes from Hartsfield Airport Features & Amenities Hotel is connected to Lenox Square Mall and is one block from upscale Phipps Plaza. With the MARTA train station across the street, Downtown, Midtown, and Atlanta's Hartsfield Airport are just a short ride away. - Health Club Charges: Complimentary - Parking: $17/day Attractions Lenox Square Mall Phipps Plaza Mall Governor's Mansion (Report Continued)
20 5. Comprehensive Site Selection Analysis Site Selection Analysis RESEARCHED œavailable InterContinental Hotel Atlanta-Buckhead Atlanta, Georgia Guest Rooms: 422 Dates Available 9/24/2014-9/26/2014, 1st Option đ Single Rate: $ đ Double Rate: $ đ Suite Rate: $ Additional Room Rate Information đ Service Charge: 22% đ Room Tax: 8% đ Occupancy Tax: 7% - High Speed Internet: $10.95/24 hrs Charges: $1/ call Function Space đ Can you accommodate all of the meeting space requirements? Yes Function Space Comments đ Meeting space of 1,000 sq ft. F&B $2500 Minimum F&B requirement. Avg. Continental Breakfast: $19.00 Avg. Lunch: $28.00 Avg. AM Break:.$8.00 Avg. PM Break: $8.00 Distance to Airport: 30 Minutes from Hartsfield Airport Features & Amenities đ Airport Shuttle Fee: $35 Roundtrip đ Self Parking: $7/day đ Valet Parking: $/day đ Taxi: $35 One Way - Health Club: Complimentary (Report Continued)
21 5. Comprehensive Site Selection Analysis Site Selection Analysis RESEARCHED œfacility UNAVAILABLE Facility Location Reason 1. Grand Hyatt Atlanta in Buckhead Atlanta, GA Unavailable - Meeting space not available 2. Sheraton Buckhead Hotel Atlanta Atlanta, GA Unavailable - Meeting too far out to respond at this time 3. The Ritz-Carlton, Buckhead Atlanta, GA Unavailable - Sold out - citywide (End of Report)
22 6. Customer History Form Client History Form Client: Hotel: Steel Corporation City Center Hilton Name & Date of Event: Security Conference. September 26-28, 2014 We understand the above organization met at your hotel. It would be greatly appreciated if you could provide the following information. Date: 9/26 9/27 9/28 Day: Mon Tues Wed Block: Pick Up: Rooms Outside Block: Suites Event Totals Total Block: 201 Total Pick Up: 193 Double Occupancy: 10% Total Room Revenue: $21,301 Food & Beverage Revenue Breakfast: $429 Lunch: $2,009 Our Client History Forms with information provided by the hotels are excellent management tools, and captures all the critical details of your event. Dinner: $3,566 Reception: $1,800 TOTAL Food & Beverage: $7,804 (End of Report)
23 ConferenceDirect Experience
24 ConferenceDirect Experience Your conference or meeting is way too important to leave anything to chance. When you work with ConferenceDirect, you ll enjoy the peace of mind that comes with partnering with highly seasoned professionals. Experienced Management Team Brian D. Stevens, Chief Executive Officer Brian Richey, Executive Vice President Jerry Horan, President & Chief Operating Officer Lisa Messina, Chief Marketing Officer Rob McCulloch, Senior Vice President Dave Scypinski, Senior Vice President Jason Bond, Vice President Conference Management Adam M. Briggs, Vice President Housing & Registration Influential Advisory Board
25 ConferenceDirect Experience Your conference or meeting is way too important to leave anything to chance. When you work with ConferenceDirect, you ll enjoy the peace of mind that comes with partnering with highly seasoned professionals Professional Associates Average 12+ Years Industry Experience On-going Training & Industry Education Well Connected Within the Industry Unparalleled Training New Hire Training CD 101 CD University SuperTraining Sales Certification Program CDS Conference Management Certification Program - CCM
26 Strength in Numbers 500+ Events Managed by Conference Management 118,000+ Transactions Handled by Registration 352,000+ Room Nights Booked Through Housing Largest Event Managed totaled 85,000 attendees, over 60 hotels and 12,000 rooms on peak night.
27 Corporate & Association Meetings Booked 2014
28 Size of Meetings % 10% 80%
29 Top Booked Destinations
30 Top International Destinations Booked City Room Nights USD Revenue Vancouver Total 30,821 $6,185, Montréal Total 20,290 $3,530, Toronto Total 18,363 $3,518, Ottawa Total 10,317 $2,350, Barcelona Total 8,910 $1,936, Paris Total 8,814 $2,068, Paradise Island Total 7,395 $1,731, Edinburgh Total 6,128 $1,694, Niagara Falls Total 5,269 $870, Calgary Total 4,914 $894, Hong Kong Total 4,676 $1,227,126.48
31 Industry Resource & Consultation IndustryInsights MeetingMentor Magazine CDX CEO Summit
32 Industry Associations & Representation ConferenceDirect maintains a strong presence at Hospitality Industry events through our participation in major tradeshows and on critical hotel and CVB boards. Our involvement ensures that our customer s interests are well represented. Our associates also use these opportunities to build and strengthen their industry relationships with vendors so that our clients will benefit from them.
33 ConferenceDirect Customer Testimonials
34 ConferenceDirect Customers ConferenceDirect s customers represent every industry and include both corporations and associations from around the globe. We work with groups of all sizes, helping them to arrange and manage events for 25 to 10,000 on a local, state, regional, national or international level.
35 Our Customers Say it Best In Their Own Words The best decision I ever made was to engage ConferenceDirect to assist ACTE with our Annual Convention." Association for Career and Technical Education
36 Our Customers Say it Best In Their Own Words Through ConferenceDirect we have realized how strategic destinations can offer value-added savings for future conventions. Ellucian
37 Our Customers Say it Best In Their Own Words Working with ConferenceDirect has been essential in building our Strategic Meetings Management program. Without the expertise that our representative brings with an SMM certification, the program would not function at the high level that we require. UL LLC/Underwriters Laboratories
38 Our Customers Say it Best In Their Own Words The value of working with ConferenceDirect is without measure. In addition to being able to leverage their buying power for better pricing, they make the hotel contract and negotiation process so much easier. I view their staff as an extension of mine. Customer service, financial gains, and making my job easier how could I go wrong? Synergos, An Association Management Company
39 THANK YOU Steven A. Long, CDS Director of Global Accounts PO Box 764 Bastrop, Texas Phone