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SERVICES

Planning Partners International - Our Meeting Planning Services

What We Can Do For You 
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Whether your company plans just a few meetings or several hundred per year, rest assured PPI will address each client and their respective meeting on an individual basis. 

 

We know each client has their own requirements, meeting objectives, demands and logistics. To succeed, you need experienced professionals with expertise in all phases of event planning and management; a team that can customize its services to match your needs.  From our initial consulting meeting to the final program de-briefing, PPI will offer consistent and detailed attention.

Business meeting

Planning Process (aka Capabilities)

Line Item Budget


PPI provides a detailed line item budget from the inception of the project to completion regardless of the size of the event. This full disclosure process ensures that our clients have complete knowledge of all anticipated costs throughout the planning process. This gives you the ability to change any detail, at any time, in order to stay within the program budget. Any and all changes are outlined and presented in the revised budget throughout the planning process. The detailed line item budget ensures cost integrity of our financial management process and is vital to budget and cost management. On-site we have a process to add items approved by authorized signers. To complete the process, we use the final program reconciliation. Our financial management provides an approval system to ensure budgets are accurate before they are submitted to our clients. It also sets required dates for budgets to be updated so that there is ample time to react to changes in costs or attendance that may impact the target budget for a program. Our clients are asked to sign off on these budgets as they are presented to guarantee that changes are communicated and agreed upon.




Cost Savings


In the business of managing events we have become experts in how to save our clients' money. Based on our Managing Director’s experience in writing hotel contracts, we know where to ask for discounts and concessions. Account Managers and Program Managers frequently work to offer additional cost savings opportunities through building an excellent rapport with vendors to provide additional or enhanced services at no charge. We utilize our cost savings process to effectively identify, capture and track cost savings for every meeting we manage. This guides our planners through negotiation points touching every aspect and vendor that comprise an event, from setting guarantees to negotiating audio visual discounts and free ground transfers. Account Managers and Program Managers frequently are able to provide additional cost savings opportunities through building an excellent rapport with vendors to provide additional or enhanced services at no charge. Following is a list of some of the common areas demonstrating our practice:

  • Design catered food and beverage functions within a budget or receive a percentage discount off of established catering menus
  • Proactive management of guarantees for food and beverage functions
  • Additional meeting space at a discount
  • Audio Visual equipment provided at a discount
  • Proactive management for minimization or elimination of attrition costs
  • Financial concessions for unsatisfactory performance of vendors




Reconciliation


The most important and overriding quality at Planning Partners International is our integrity. It has been a key factor in building our many long-standing and lasting relationships. It drives our decision-making in the employees we hire. Put simply, we are open and straightforward in serving our clients. Since the day we opened our doors, we provided line-item budgets to our customers, a practice of open and honest accounting. If your team is looking for a partner who honors their commitments, accepts responsibility, and takes great pride in contributing to our clients’ success, then look no further. PPI consistently meets and exceeds expectations. PPI is a full financial disclosure company. From the pre-contract phase, to contracting and negotiating with vendors, to maintenance of the budget process and finally accounting for all invoices and reporting of the reconciliation, you can count on PPI to provide every invoice and detail of your costs.





 
Analyzing Data
 
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Financial Transparency

PPI uses three (3) key tools in our execution of financial and planning management. This ensures financial transparency to our clients, this is our integrity guarantee!

Line Item Budget


PPI provides a detailed line item budget from the inception of the project to completion regardless of the size of the event. This full disclosure process ensures that our clients have complete knowledge of all anticipated costs throughout the planning process. This gives you the ability to change any detail, at any time, in order to stay within the program budget. Any and all changes are outlined and presented in the revised budget throughout the planning process. The detailed line item budget ensures cost integrity of our financial management process and is vital to budget and cost management. On-site we have a process to add items approved by authorized signers. To complete the process, we use the final program reconciliation. Our financial management provides an approval system to ensure budgets are accurate before they are submitted to our clients. It also sets required dates for budgets to be updated so that there is ample time to react to changes in costs or attendance that may impact the target budget for a program. Our clients are asked to sign off on these budgets as they are presented to guarantee that changes are communicated and agreed upon.




Cost Savings


In the business of managing events we have become experts in how to save our clients' money. Based on our Managing Director’s experience in writing hotel contracts, we know where to ask for discounts and concessions. Account Managers and Program Managers frequently work to offer additional cost savings opportunities through building an excellent rapport with vendors to provide additional or enhanced services at no charge. We utilize our cost savings process to effectively identify, capture and track cost savings for every meeting we manage. This guides our planners through negotiation points touching every aspect and vendor that comprise an event, from setting guarantees to negotiating audio visual discounts and free ground transfers. Account Managers and Program Managers frequently are able to provide additional cost savings opportunities through building an excellent rapport with vendors to provide additional or enhanced services at no charge. Following is a list of some of the common areas demonstrating our practice:

  • Design catered food and beverage functions within a budget or receive a percentage discount off of established catering menus
  • Proactive management of guarantees for food and beverage functions
  • Additional meeting space at a discount
  • Audio Visual equipment provided at a discount
  • Proactive management for minimization or elimination of attrition costs
  • Financial concessions for unsatisfactory performance of vendors




Reconciliation


The most important and overriding quality at Planning Partners International is our integrity. It has been a key factor in building our many long-standing and lasting relationships. It drives our decision-making in the employees we hire. Put simply, we are open and straightforward in serving our clients. Since the day we opened our doors, we provided line-item budgets to our customers, a practice of open and honest accounting. If your team is looking for a partner who honors their commitments, accepts responsibility, and takes great pride in contributing to our clients’ success, then look no further. PPI consistently meets and exceeds expectations. PPI is a full financial disclosure company. From the pre-contract phase, to contracting and negotiating with vendors, to maintenance of the budget process and finally accounting for all invoices and reporting of the reconciliation, you can count on PPI to provide every invoice and detail of your costs.





 

Attendee Management

Attendee management is essential to the success of any program. It may be the most critical factor as to why our clients hire PPI. Our historical attendee ratings and reviews rank above 98% consistently throughout six continents, multiple cultures, and various meeting types. PPI will handle all the details to guarantee that every guest feels comfortable and satisfied during the planning, on-site meeting, and conclusion.

Our Air Ticketing Staff


All airline reservations are managed by the Air and Customer Service Staff, who oversees the arrival and departure of every attendee concerning program parameters. We employ dedicated group air agents responsible for booking air travel for our meetings and incentive partners. Upon registering for an event, attendees are directed to a team of air agents that has been wholly briefed on specific meeting parameters by your Planning Partners International Team. Our agents don't merely book an airline ticket; they are "experts" on a given program and able to answer almost any question thrown their way.




Travel Preparation


Some of the most exclusive destinations include the need for passports and visas, vaccinations, or other complexities associated with global travel. PPI assists guests throughout the process, ensuring all their details are addressed.




Visas


In the instance of visas being required for entrance into some countries, PPI can offer consultative support on acquiring visas for attendee participation. We work to align attendee travel and visa application with our visa services partners in countries worldwide.




Online Website Registration


Easy to use online event registration enables increased response rates for invited attendees. Compliant with GDPR and CCPA regulations, we focus on privacy and capture each attendee's specific requests to ensure their requirements are achieved.




PPI's Mobile App and Badge Scanning


Mobile app integration allows attendees easy access to their personalized meeting agenda, flight itineraries, hotel information, departure timing, and dietary specifications. The app will enable attendees to access meeting-related items such as speaker profiles, safety protocols, and meeting room floor plans. The mobile app also allows participants access to live session Q&A, live polling, and attendee evaluations. An on-Arrival implementation facilitates contact-less check-in, on-site printing of personalized name badges, HCP confirmation of reimbursement guidelines, signature collection, and session tracking (scanning of name badges at the meeting and meal functions) for compliance reporting.




COVID Protocol / Health and Safety Management


The health and safety of meeting attendees are of utmost importance. We provide easy access to safety protocols by PPI, host hotel, ground transportation providers, and host city airport requirements for each meeting. With proper staffing, safety reminder notifications, signage, and access to PPE, we are dedicated to ensuring a safe and healthy meeting environment.





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Creative Services

PPI is well versed in creating materials for your program that are sure to wow your attendees. We work closely with designers and printers to develop program binders, save the dates, informational packets and anything else you may desire.