Incentive Groups, Meetings, and Special Events
Meetings, Conferences, Special Events, Incentive Programs and Conventions

When we plan events, we take responsibility for the entire event.
Below is a partial list of services that we offer:

  • Determine the Client's Needs
  • Establish event objectives.
  • Profile participants.
  • Develop schedule of events.
  • Select preferred and alternate dates for event.
  • Determine client's needs and goals of the event.
  • Site Selection
  • Compare facilities.
  • Negotiate terms for meeting/event space, accommodations, food/beverage
  • costs, car rental rates, on-site activities, AV equipment, etc.
  • Select meeting site.
  • Airport meet and greet.
  • Ground transportation.
  • Block function space and sleeping rooms, as required.
  • Provide a proposal to your company outlining a variety of ideas, suggested
    themes, activities, tours, giveaways, budgets, etc.
  • Provide experienced, professional coordinators from our staff to make the initial
    reservations, negotiate discounted rates, follow-up on reservations and make
    changes as necessary throughout the planning process, and attend the event to
    assist with on-site registration, event coordination, last minute additions and end-
    of-event wrap up.
  • Block excursions, transportation and tours.
  • Negotiate with suppliers to provide optional pre- and post-event package add-ons
    and set up billing procedures and have contract prepared.
  • Detailed invoicing before/after the event, including reconciliation with suppliers.
  • Prepare Budget and Create a Work Plan
  • Complete Pre-Meeting Arrangements
  • Publicize Event (when applicable)
  • Complete Pre-Registration
  • Finalize Details
  • Finalize event agenda.
  • Communicate final details with facility, client and vendors/service providers.
  • On-site Coordination
  • Inspect meeting and sleeping rooms.
  • Confirm readiness of all services ordered.
  • Review bills daily.
  • Pass out and collect attendee evaluations.
  • Conduct wrap-up with facility.
  • Complete Evaluation/Accounting
  • Prepare final accounting; compare Budget vs. Actual.
  • Prepare final reports.
  • Evaluations summary.
Mahalo Tours & Transportation