Meeting & Conference Planning and Production
The meetings we can help you with include but are not limited to:
- Annual Conferences
- Director’s Meetings
- Sales and Training Meetings
- Regional Events
- Product Introductions
Our knowledge and expertise will simplify your planning process from the very beginning. You deal with the meeting content and we deal with everything else. We can help with:
Present us with your goals and budget and we will work with you to achieve outstanding results.
Our contacts are worldwide. Based on the profile of your group and your past travel experiences, we will recommend destination options that will meet your needs both qualitatively and financially. We bring our first-hand knowledge and expertise to help you choose a destination that will provide a seamless, special and memorable event.
We can handle your airfares in a variety of ways. If you have 10 or more people traveling from one location over the same dates, we can obtain group airfares for you. If you have participants from many cities, all attending the meeting, we can obtain Meeting Fares which can provide discounts. The world of airfares is constantly changing, but our Air Experts can help you find the best solution to suit your needs.
We arrange all airport–hotel–airport transportation, Meet and Greet Assistance, and luggage handling. We work in concert with transportation companies all over the world for seamless arrivals and departures.
We take care of any and all ground transportation required. Many of our VIP’s arrive at the destination in their own private aircraft. We will meet them at the appropriate airport and provide VIP transfers and luggage handling. We will assist in arranging lodging for their crew and transfers to and from the lodging.
Have a special restaurant at this destination? Tell us about it. We’ll assist you with reservations and provide you with the necessary transportation.
If you would like for us to make restaurant recommendations based on our experience, we can handle all of the reservations and transportation. If there are shows you would like to see, we can handle that as well. We take care of all your transportation needs while at your meeting.
In our company's 37 years we have established strong relationships with most of the resorts and hotels suitable for the Meeting & Incentive Industries. Based on the type of location you desire, we will help you evaluate the appropriate hotels and resorts that meet your objectives.
We take care of all the details…
For the meetings, we handle:
- Room setup
- Audio visual requirements
Breakfasts, coffee breaks, lunches or dinners that are part of your meeting
When it’s time to play and entertain, we bring in the magic. We will theme your evening to create a party to remember.
- Special and themed décor
- Specialty linens and table set ups
- Theme party favors including glow in the dark items, bracelets, necklaces, etc.
Our many years of experience have provided us with excellent sources for all types of entertainment. Live bands from one-man show to full orchestra, brilliantly colorful folkloric shows, dance bands, interactive bands, comedy performances, name concert bands, private shows in event venues – anything is possible.
The contribution of a motivational and inspirational speaker is indisputable. When your attendees listen to the amazing stories that these people share, it can be life-changing. Our extensive list of motivational speakers – from sports figures to business leaders can provide the perfect inspiration for your meeting.
If you have time for some fun, let us find you the perfect experience. On the water… private yacht charter, private sail and snorkel cruise, deep sea fishing. On land… team building event, exclusive cultural/historical/culinary and/or wine tour, golf tournament, spa day, soft adventure shared experiences such as white water rafting, zip lining, ATV excursions and the myriad of other outback adventures.
HPM Associates, Inc. Creates Savings Through:
Over three decades, we have established exceptional buying power with hotel groups both large and small. Our relationships with 4-star and 5-star individually-owned properties enable us to get room blocks that might not otherwise be available. We have established excellent relationships with ground transportation companies wherever we go. We negotiate rates, and handle all hotel and ground transportation arrangements.
We will suggest more cost-efficient alternatives and help you manage your budget. In addition, our negotiation skills can and will generate tremendous savings.
Minimizing your staff time in both planning and on-site execution
We liaise with your staff and handle all the details relating to the meeting. We are your ONE contact for everything — Airfare, ground transportation, logistics, hotel sleeping rooms, meeting space, food and beverage functions on and off site, entertainment, leisure activities, etc. Can you IMAGINE the time it would take to have to deal with a different entity for each element?
On-site Conference Management Includes:
- Pre-conference planning with hotel/resort staff and management
- Ongoing liaison with the staff to ensure a smooth-running conference
- Private welcome/check-in desk
- Full-time, on-site concierge dedicated solely to your group