The Alamo Travel Group is uniquely positioned to help you reduce your meeting and conference travel costs through the resources of our meeting and incentive team. We are committed to helping our clients manage expenses while delivering personal, high quality service to every meeting organizer and traveler. We provide the expertise of our meeting and incentive team for meetings of all sizes and requirements.
We have created successful group travel programs by tailoring each event to our clients' individual needs. Each group is analyzed on an individual basis. Attention to detail enables us to work creatively within your budget. A group coordinator will be assigned for each event to ensure that your needs are met every step of the way. The coordinator will help determine your needs based on budget, goals, promotion and meeting content assistance. The coordinator will then formulate recommendations for service and pricing.
|Area of Meeting Planning||Specific Services|
|Site Selection||Suggestions based on budget, meeting requirements and travel accessibility Written proposals Slides, brochures, videos|
|Hotel Arrangements||Special negotiated group rates Audio/visual equipment fulfillment Food and beverage function arrangements Meeting space arrangements Theme party suggestions and menu planning|
|Ground Transportation||On-site meeting coordination specialists|
|Promotion||Development of announcements and letters Mailings|
|Travel Arrangements||Lowest available negotiated fares Airfare comparisons Dedicated toll-free 800 number services|
|Traveler Services||Reservations and registration Event Operations|
|International Capabilities||Negotiated airfares Split ticketing in local currencies Passport and visa assistance Meet and assist services|
|Reporting||Arrival and departure lists Air volume reports Cost-savings statements Customized reports on request Expense reconciliation|
The Alamo Travel Group offers customized Meeting Technology software to help our customers manage their meeting and conference travel more efficiently. The Online Registration & Attendee Management Tool provides a complete online registration, e-marketing, housing and air booking system, that enables us to create an attractive, online registration website for meetings, conferences, events, and incentive trips.
We provide a customizable, interactive, solution that helps our clients drive cost savings, and utilize proven process efficiencies and best practice strategies for their meeting and events.
- Customized meeting web sites created with the look and feel of your organization, including multiple content pages with configurable text areas and graphics
- Customizable attendee user interface can be categorized by participant type presenting different communications, registration forms, accommodations, and travel options to various levels of participants.
- Suitable for both simple and advanced registration capability
- Event marketing/campaign management featuring E-Invitations and reminders to create targeted communications to segmented audiences based on registration data
- Broadcast e-mails to facilitate communication with invitees
- Variable question formats - Standard and custom
- Agendas and Activity Management - Multi track/Multi-day/Multi-level
- Housing and room block management functionality
- Robust reporting tools include:
- Over 30 standard reports exportable to Word/Excel
- Easy-to-use ad hoc reporting for customized report generation
- Flexible security rights with multi-tiered access
- Data upload capabilities for site pre-population
- Real-time Integration with major on-line booking tools
- Speaker Information
- Ability to capture attendee travel requests.
- Ability to send pre & post event surveys online
- Online help and training
- 24/7 global support
The Alamo Travel Group will provide upon request cost estimates for all Meeting and Conference planning services. Fees will be mutually agreed upon between the Agency and the respective department.