Pre-Event: DISCOVERY

In order to understand our clients meeting goals and objectives, POLARIS will begin with an in-depth Project Assessment. The goals, objectives, target audience, location, timeline, budget, branding, content and other meeting dynamics are discussed, carefully documented and defined. Pre-Event Services:

- RFP (Request For Proposal) Creation
- Budget Planning and Management
- Contract Negotiations
- Site Selection
- Theme Development
- Meeting Registration Development and Management
- Vendor Coordination
- Food & Beverage Services (menu selection, negotiations)
- Function Space Assignment (room set-up and design)
- Entertainment Arrangements
- Special Events
- Material Services (meeting materials, on-line or paper invitations)
- Security Arrangements
- VIP Services
- Translation and Interpreting Services
- Shipping Management
- Dedicated Project Management
- Lab Arrangements

Phase I: Development

POLARIS will then take all the information and incorporate it into a Scope of Work document and submit it for approval.

Phase II: Production

Once approved, site selection, meeting content, vendor selection and overall design of the meeting is finalized.

Phase III: Onsite Management

Based upon our client needs, POLARIS will be on-site and available to manage all or part of the meeting or event. On-Site Management Services:

- Dedicated Travel Director
- Registration Services
- Audio Visual Management
- Meet & Greet Services
- VIP Services
- Security Services
- Travel Management (air and ground)
- Distribution of Meeting Materials
- Daily Accounting of Meeting Expenditures
- Food and Beverage Management
- Special Events (including Holiday Parties)
- Dinners, Off-sites

Phase IV: Post Event Review

Upon conclusion of the meeting or event, POLARIS will perform post meeting services as directed by our clients. Finally, POLARIS will follow-up to ensure that all of our client’s needs have been fulfilled. Post-Event Services:

- Invoice Review and Accounting
- Attendee Expense Reimbursement
- Meeting Spend Capture
- Final Vendor Payments
- Meeting Materials Return Shipment
- Post Event Surveys