EVENT MANAGEMENT SERVICES
For many businesses, organizations and industries, regular events, and conferences are a necessity to performing well and managing a strong company.
Dallas Travel can handle every aspect of planning your conference, from concept to implementation to live online video streaming – and everything in between.
Don’t sweat the small stuff – let us handle the details of your event or conference, from start to finish, so you can focus on:
Your Vision • Your Needs • Pre-Event Arrangements • Event Execution and Management • Management Software
Dallas Travel’s event planning specialists will work closely with you to help create the concept, select the perfect location and integrate a web presence into your event.
- Theme/Concept Consulting
- City/Site/Venue Selection
We live by the adage, “Location, location, location.” From the macro to the micro, working with Dallas Travel ensures you’ll be in the right place at the right time – with the right amount of space.
- Entertainment & Extracurriculars
Team-building, networking, and entertainment activities can be difficult to plan. From day trips and golf outings, to hot air balloon rides and live music, we coordinate all types of extracurricular activities to support and expand your event.
- Web and Social Media Plan
Will your conference need a dedicated website? Or will a registration link on your existing site suffice? Want to use social media to spread the buzz – or listen to the buzz? From a Facebook page to live video streaming to live Tweeting at your event, you lay it all on the table and we deliver exactly what you need.
Our agents are highly experienced and knowledgeable when it comes to planning and executing corporate events and conferences. Keeping budget in mind, we’ll guide you in the right direction to make sure every need is met.
- Budget Planning Assistance
- Accommodations Analysis
What type of venue suits your attendees? What size? Will you need more than one hotel? Or would your attendees prefer a selection? Our accommodations analysis ensures your attendees will find just what they want.
- Travel & Logistics Analysis
Whether your attendees are coming from around the globe or just around the corner, we’ll help you look at what type of travel arrangements will be necessary in the air, on land, and – yes, if you need it – on the water. This analysis will help provide you with an accurate estimate of travel and logistics costs.
- Aggressive Vendor Negotiation
When it comes to making sure our clients are getting the best possible prices from vendors, we don’t play games. Our carefully selected vendors are the best in the business, and they value working with Dallas Travel and our clients. Their prices reflect that.
- Food & Beverage Analysis
From deli trays to seated dinners, from coffee service to open bars, we’ve got you covered.
- Supporting Materials Planning
Pens, notepads, branded materials, handouts – don’t sweat the small stuff, that’s why we’re here.
- Special Access Coordination
What about badges? Will the press be attending? Secret service? If you haven’t thought of it, don’t worry, we have.
- Deliver Detailed Event Plan with Budget Breakdown and Implementation Timeline
Our goal is to provide the most enjoyable experience possible. To do this, it helps when everyone is on the same page. Budget, timeline, and every last detail – all as clear as day. But don’t worry, you can always add that Motown band at the last minute.
Our extensive corporate travel experience coupled with an centralized event management software system means seamless planning and flawless execution.
- Online Event Registration
- Coordinated Email Outreach
Eliminate printing and postage by letting us handle your registration outreach through our secure email system, sending personalized email invitations to every invitee. Just give us the list and we’ll handle the rest. If you’d like to send different email invitations to different groups of people, that’s no problem.
- Custom Invitations & Event Hype
Need to send hard-copy invitations? Need help getting people excited before the event? Let’s talk.
- Email Registration Reminders
Using our secure email system, we can send reminders in the weeks and days leading up to the event to maximize attendance.
- Travel & Accommodation Booking
Remember, we’re a corporate travel agency too. All travel arrangements for your attendees will be managed through the same software system that handles event registration and budget management. That means all of the data surrounding your event is centralized, making comprehensive reporting easy and accurate.
- Comprehensive Travel Information Provided to Attendees
Flights, ground transportation, accommodations, session registrations, seating, tee times – you name it. All delivered digitally.
EVENT EXECUTION AND MANAGEMENT
Dallas Travel will be by your side before, during and after your event. Total Management is integral to a successful event or corporate conference.
- Management of All Contracts
- Management of All Vendors
Billing and cost negotiations with multiple vendors can be strenuous and time consuming. That’s why we consolidate and manage all bills and expenses to provide a clear, controlled billing structure.
- Custom Event Website
Need a comprehensive, custom website? Need a Twitter feed? Need to listen to the social media conversation? We’ve got you covered. Our digital media department can provide cost effective and comprehensive online support for your event.
- A/V & Set/Staging Coordination
Our media production professionals can evaluate your event and develop a turnkey audio/visual solution. From audio amplification and multi-camera coverage, to large format displays and set design, our professionals will coordinate all aspects of your event’s media production requirements.
- Live Online Session Streaming and Video Production
Boost the impact of your event by delivering it, live, to viewers anywhere in the world. Or, archive specific sessions to post on your website later. Bring on a micro-documentary crew to capture the energy of your company, or stage interviews with upper management to use internally. Events and conferences are a great opportunity to develop videos that can ad value to your company long after the event is over.
- On-site Assistance (pre-event, during and post-event)
It’s one thing to plan an event. It’s another to execute it. Things can come up during your conference which need to be dealt with. That’s why we will be there, on-site, to handle anything that might arise.
- Follow-up Surveys & Final Reporting
Quality event follow-up is a critical component of the process: learn what worked well, and what didn’t. After it’s all said and done, we deliver a comprehensive Final Report detailing complete event analytics, survey feedback and line-item expenditures.
We utilize some of the best meetings management software in the industry, transforming even the largest budgets, guest lists and vendor contracts into easily accessible and manageable information to give the success you need.
Dallas Travel boasts one of the largest online event registration, marketing and survey systems in the US, allowing our people to centralize all aspects of planning your event on a secure, web-based platform:
- Event planning and budget management
- Email outreach, registration and payment processing
- Travel and accommodations information
- Real time data aggregation and analytics
- Comprehensive reporting