Our Service is Priceless!
WE PRODUCE TURNKEY REUNIONS!!!
How It All Works
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REUNION PROTOCOL
I. REUNION CONSULTATION:
The first step of the process is to discuss what is important to you and your group. We will take the time to understand everything about your reunion needs. We take into consideration your desired price range for hotel rooms and meals, hospitality needs, airport shuttle etc., all before we start looking for a hotel.
II. HOTEL RECOMMENDATION:
After we have a clear picture of what YOU want we will search the city of your choice and determine all the possible hotels that meet your specifications. We will then present all of the options to you.
III. HOTEL NEGOTIATION:
Once you select a hotel we will negotiate the final hotel contract making sure that you get all the "extras" you deserve (free hospitality room, comps, etc) and the absolute best prices. We are experts in contract negotiations and will protect you from hidden penalties and
minimize any deposits.
IV. PRE-ANNOUNCEMENT:
Once the hotel contract is signed we will prepare a preliminary announcement.
This is suitable for mailing to your membership telling them exactly when & where the reunion will take place, so they may begin planning.
V. TOUR PLANNING:
Next we'll begin working on your tour program. Under your direction, we will discuss the most popular sites and attractions for your reunion. We then lay out a preliminary reunion itinerary for your approval.
VI. TOUR CONTRACTING:
Once you approve the tour plan we will begin contracting with the necessary vendors to make it a success. We only use first class, luxury, motor-coaches for our tour groups and local, licensed, professional guides from your reunion city. Our tour prices are always less than the local tour operators because our overhead is lower. Plus you'll get a tour plan that is completely customized for your group.
VII. TOUR RESERVATION FORM:
Once everything is contracted, we produce a TOUR
INFO FORM that describes in detail all that you will see & do on the tours. We also produce a RESERVATION
FORM that lists the date, time and price of each tour so your members can pick which tours they want.
Often we are asked to include a Registration or Hospitality fee
on your behalf, which we then release back to your group. These Forms are then
mailed out to the membership for them to fill out & send back. Many groups request that we also put the banquet dinner on this form to save them the time and trouble of accounting for that.
VIII. YOUR OWN PRIVATE WEB SITE:
The easiest way to manage your reunion is through a
private website. We can build you a site that among other things will show a
current list of who has registered for the reunion. This is available 24
hours a day.
IX. PACKAGES:
Some groups request that we prepare a reunion package that has one set price for all the tours and meals. We are happy to do whatever works best for you.
X. GROUP DINNERS:
We often put together group dinners
in interesting locations or at a dinner theater for your group to enjoy. We are
experts at negotiating the best "meal deals" for you including transportation,
entertainment, tax & tip.
XI. BANQUET PLANNING:
Of course we can arrange for the
big banquet dinner. You pick the menu and we manage the numbers. We can arrange for a speaker, a band/DJ, a comedian, a magician, or even a performing Longhorn Cow!
Upon request we can even assist with assigned seating for the dinner to avoid
that "fire drill" effect of looking for a place to sit. We'll do whatever it takes to make your big night a big success!
XII. ACCOUNTING:
We prepare regular updates (spreadsheets) that are available to you
via email, fax or on a private website that we can craft for you. You will have
up to the moment information on exactly who has made reservations for the
reunion. This helps with your planning and lets you know exactly how many are coming. We also disburse payments to the vendors at the contracted time. Our state of the art computer system alerts us to payments that are due. Have you ever been late getting payment in for a reunion? No slip ups here!
XIII. RECONCILIATION:
As reunion time nears, we prepare a roster of attendees, a finalized itinerary, and a complete listing of what everybody ordered and paid for, including their banquet choices. This information will be compiled and handed out during registration.
XIV. REGISTRATION:
Typically we are on-site at the hotel from start to finish. At registration we hand out the above items plus individual tour ticket packets and customized, colored name badges with your logo and reunion information on them. We also answer any questions, make any necessary changes and make sure everything is going as planned with the hotel, banquet, etc.
Please note that depending on the size of your group there may be a fee
charged for an on-site representative.
XV. CONCLUSION:
All that's left are the "fare well's"; but we'll stick around until all matters are settled and everyone is happy. Your satisfaction is guaranteed! You have nothing to lose and so much to gain - contact us today!
MILITARY REUNION PLANNERS WILL:
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Negotiate
& Contract the Reunion Hotel |
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Mail
the Reunion Announcement |
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Plan
Your Tours |
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Contract
Buses, Guides & Attractions |
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Mail
the Reunion Reservation Form |
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Collect
The Responses |
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Create Custom, Color Name Badges |
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Conduct
Registration |
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Assure
A Successful Reunion |
Our Service is Priceless!
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