HOTEL CONTRACTING
Hotel contracting can be a daunting task even for an experienced meeting planner. Event Emissary will review the entire contract and make you aware of key clauses and deadlines.

• Research potential properties for your meeting
• Place preliminary room blocks on hold for your organization
• Summarize the components of each hotel package for your review
• Determine each hotel’s environmental policies
• Negotiate each aspect of the hotel contract including, but not limited to, room rate, attrition, food & beverage minimums, environmental practices, cancellation and construction clauses
• Provide a list of key dates

FOOD & BEVERAGE MANAGEMENT
Event Emissary will work hand-in-hand with the hotel’s catering staff and chef to design the ideal variety of menus to be served throughout the meeting.

• Work with the hotel chef to incorporate sustainable, local and organic items into the menu
• Provide a variety of menu options that fit your needs and preferences, including options to meet any special dietary requirements
• Offer a selection of beverages from local, organic and eco-friendly companies
• Utilize pitchers of beverages in place of individual bottles whenever appropriate
• Insure that only Fair Trade Certified, organic coffee and tea are served
• Provide final guarantees to the hotel
• Modify final guarantees, as appropriate to reduce cost and food waste
• Arrange for the composting of food waste if not offered by the hotel
• Organize the back-of-house recycling area to include the separation of recyclables, food waste and trash. 
• Provide pre-event education seminar to hotel staff, as needed.
• Monitor service throughout each food function, communicating with the hotel any needed adjustments in service and service time

PRODUCTION

• Determine all production needs for the General Session and breakouts
• Solicit proposals from vendors that best meet the needs of the meeting, giving preference to eco-friendly companies.
• Based on proposals received, make recommendations for contracting production services
• Manage the contract with winning bidder
• Update all production needs, based on speaker changes
• Manage load-in and load-out of all meetings

TRAVEL & TRANSPORTATION
Transportation services are undeniably one of the most critical aspects of any meeting or event.   With Event Emissary on your team, you will have nothing to worry about …timely, quality transportation for your guests is our business.

In Washington, parades, protests, accidents, street festivals and motorcades can all throw a kink into the perfected planned transportation schedule.  At Event Emissary, we make it our business to know what is going on in Washington and to plan around it.  In the case of the unexpected or unknown, such as accidents or motorcades we are prepared to make modifications to routes at a moments notice.  If a delay is unavoidable or inescapable, you will be informed immediately.

Air Travel

• Collect all preferred travel information from meeting participants
• Work with each participant one-on-one to book travel that meets the participant’s schedule and the conference timing
• Send travel confirmations, via email, to all participants
• Provide complete manifest, updated regularly
• Calculate and offer offset options for all flights booked

General Transportation / Shuttle Services
Only a local company knows the streets, routes and traffic patterns of a city. Whether you are transferring a VIP across town or hosting a city-wide shuttle, Event Emissary will provide your guests with superior transportation services. Our knowledgeable on-site staff at all loading points will keep your transportation running on-route and on-time.

• All vehicles are booked to arrive 30 minutes prior to loading
• Confirmation calls are placed both the day prior and the day of the event
• Status call is made one hour prior to arrival to confirm driver name and cell phone contact information
• Experienced on-site staff are at all loading points
• Printed directions are distributed to all drivers
• Calls are made to event contacts when buses depart for a destination

Meet and Greet Services
With TSA procedures in effect at airports, passengers can no longer be met at the gate and vehicles can no longer sit curbside awaiting your guests. Event Emissary has the experience to create the perfect welcoming environment for your guests. We are prepared for last minute flight changes, missed flights and unexpected passengers. Clients offering individual guest transfers have the option to utilize hybrid vehicles or traditional sedans.

• Pre-event review of the manifest to confirm all necessary information is provided for timely departures
• Dedicated on-site dispatcher to communicate with drivers and track incoming flight delays
• Uniformed meet and greet staff with custom signage awaiting arrival of guests
• On-site staff are provided radios for communication with the on-site dispatcher
• Drivers are provided written directions from the airport to guest's destination
• VIP arrivals are confirmed with client as soon as they are escorted to their vehicle
• All gratuities and porterage are prepaid

Public Transportation
In Washington, DC, both Reagan National Airport and Union Station are located along our Metro system.  Utilizing the subway reduces the use of fossil fuels, saves money and provides a unique experience for your guests.   Event Emissary will provide staff at the airport, Metro stations and the hotel to assist with baggage and directions.  

PRINTING
Event Emissary’s in-house graphic designer will maximize the impact of your printed materials through creative design and eco-friendly printing.

• Create the ideal design to meet your needs.
• Utilize top quality papers that have a high post-consumer recycled content and, whenever possible, those whitened without chlorine or chlorine compounds
• Utilize soy, vegetable-based and low VOC inks
• Upon request, Event Emissary will provide an Environmental Benefits Statement, detailing the environmental savings of your printing as a result of using New Leaf Paper