EVENTS IN HOTEL VENUE - PROCESS

This option is for meetings that you organise and need help with venue sourcing, regardless of the city. It's recommended to always speak with representative(s) of the home carrier first (if available) to check for recommendations. 

STEP 1: EVENT REQUEST
  • Send in your request
    At least 6 - 8 weeks before event
STEP2: VENUE SOURCING
  • Hotel venue and contracting
STEP 3: REGISTRATION PAGE
  • Set up registration page and RSVP
    At least 4 weeks before event
STEP 4: MARKETING RESOURCES
  • Name Badge / Tent Cards
  • Merchandise
  • Signage / Banners
STEP 5: SUMMARY & HANDOVER
  • All logistics information
    1-2 weeks before the event

STEP 1: EVENT REQUEST

Please fill in the event request form and set up a meeting to discuss requirements. 

If possible, start this process at least 6-8 weeks before the event date to allow ample time for planning. 

STEP 2: VENUE SOURCING 

Lead time: 7-10 working days

After requirements are briefed, please allow 1 week for venue sourcing, after which 2 options will be provided for selection.  

Once selection is confirmed, the contracting process will be taken care of. 

If there are hotel rooms included in the contract, the external hotel booking link will be available to be shared to attendees 7-10 working days after the venue is confirmed. 

STEP 3: REGISTRATION PAGE 

Lead time: 3 working days

To facilitate smooth planning and seamless communication of event information, a registration page can be setup for your event, it includes: 

  • Event overview page
  • Registration form to collect RSVP
  • Confirmation email upon registration
  • Link to check real time registration update 

STEP 4: MARKETING RESOURCES 

NAME BADGE

Lead time: 1 week

Branded name badges can be printed for your event. 

You'll have access to the software and the printer to print the badges based on your attendee list (we'll teach you, super simple!). 

Recommendation is to print this 1 week before the event date when you have a final attendee list. 

name tag

TENT CARDS

Lead time: 1 week

Tent cards are usually placed in the meeting room, and may be helpful to keep track of who is speaking during the meeting for minutes taking purposes. 

The template can be downloaded from HERE and tent card holders will be provided for you. 

Recommendation is to print this 1 week before the event date when you have a final attendee list. 

name badge

MERCHANDISE

Lead time: 2 days

If you would like some door gifts, please view the available merchandise and request for the respective quantities using the link below. Once we receive your request, they will be packed and passed to you within 2 days. 

SIGNAGE & BANNERS

Having branded materials onsite helps attendees to identify the meeting venue and provide opportunity for branding. 

 

Customised signage: 3 days for design and 3 days for simple printing (if required).

Just speak with us and we will be happy to support. 

 

Pull up banners:

Ready-made pull up banners are available for you to bring to your meetings. 

banner
banner
banner

STEP 5: EVENT SUMMARY

 

Once all processes are done, a summary of all the logistics information will be compiled and shared with you. 

You will also be connected with the onsite contact from the hotel and assist with onsite support.