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Meetings & Incentives

The Meetings & Incentives team at Valerie Wilson Travel has over two decades of experience in planning and executing meetings and incentives for the most discerning clients. We know what works and what doesn't; we know how to make your events unique and how to motivate your employees. We give your company The Power of Access®. 

Our complete range of services covers every aspect from logistics to execution and post- event follow up. Whether it's a meeting for 10 or a convention for thousands, local or across the globe, VWT has the knowledge, resources and vendor relationships that make for a flawless meetings, incentives or special events.


Program Design and Cost Analysis

Every corporate event should be purposeful, goal-oriented and compelling. Our project managers will do the necessary research needed to cultivate an event that meets your company's criteria. The site selection process will be made easier by adhering to your budget requirements and desires. Our knowledgeable team will suggest creative program components, drawing from our years of experience and our proven list of suppliers. We will source unique attractions, museums and other unforgettable venues that will make your meeting memorable.

Program Design Services:
If you are not quite sure what direction to take but have some thoughts and need some inspiration, our project managers will take you to another level. From planning the food and beverage to designing all of your meeting sessions we are able to execute the perfect plan.

Budgeting and Cost Analysis:
At the onset of the process, your project manager will outline a process which will strictly adhere to your budget. At the program conclusion, a review of all vendor invoices will be combined in one "easy to follow invoice". Your accounting department will be delighted.


Group Air

  • The VWT group air department will assist in getting your travelers from Point A to Point B. No matter the size of the group, we will be there to provide the best service and travel options within the financial guidelines set up prior to departure.

  • Air travel is recognized as an individual component of the meeting. Our staff is on call 24 hours a day throughout the year for assistance.

  • Valerie Wilson Travel is recognized as one of the premier travel management companies in the United States. Our volume of ticketing allows us to leverage our strong relationships with the airlines which will result in a strong contract for you.

  • Our customized reporting package will provide your company access to information necessary for a successful meeting.

Housing

Sourcing:

  • Determining the correct venue for your meeting is critical to its success.
  • The professionals at VWT will use their many years of expertise to make this process easy. Understanding the meeting criteria as well as the budget requirements are only a few of the factors that come into play when making this informative decision. Our many years of memberships on Hotel advisory boards allows us to provide our clients with an exclusive network of contacts and buying power creating a value proposition unrivaled in the industry.

  • Our skillful project management team will negotiate a contract that will reflect all of the concessions and budgetary restraint that you require to make your meeting successful. Once a contract is created, it is handed off to our in-house legal department for approval; an unprecedented approach in the industry.


Meeting Planning and Onsite Services

If you are tired of the "cookie cutter" approach to meeting planning, then VWT is the choice you should make. We believe that each client should have a "single" point of contact which will walk you through the entire process; from creation design to selecting the correct vendors to final budget and invoice reconciliation. Our services can be purchased individually or bundled together, thereby making our services flexible: matching our fees with your company's budget and culture. 

Meeting Planning Services:

  • Site Inspection
  • Group airline contacting and coordinating
  • Hotel contracting
  • Ground transportation contracting and coordinating
  • Hotel coordination and reservations
  • Hotel rooming block management
  • Monitor critical dates throughout process
  • Supplier negotiations and contracting
  • Creative program development
  • Selection of food and beverage
  • Selection of speakers and entertainment
  • Production of all meeting collateral
  • Production of all signage
  • Create, customize and manage registration website
  • Database management
  • Customized reporting
  • 24 hour travel assistance.
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Onsite Services:

"Show time"! The meeting is finally here. VWT will arrive several days early to assure that everything is set. From pre-con to the last attendee leaving, our involvement is complete. Our service on site has been recognized as the "gold standard". 
Our team of experienced support staff is available to assist 24-7. 


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Registration

Online Registration:

  • Once the meeting is set, the participants will experience the convenience of registering on line on a customized exclusive website.
  • VWT's proprietary program can allow communication with not only registrants but with all of the vendors associated with the meeting.