What We Do

Putting the client needs first ensures that their meeting management requirements are met and creates an environment of trust.  We pride ourselves on exceeding client expectations by delivering superior customer service, providing innovative meeting management solutions, and ensuring maximum operational efficiency.  We operate a seamless extension of your meeting management team; providing input based on years of industry expertise.  The result is a successful event that meets your objectives and maximizes your return on investment.

Our goal is to make the on-site services smooth and stress-free.  Our focus is to produce a flawless meeting from beginning to end.  This is done through proactively confirming all prior arrangements, anticipating potential problems, checking each event in advance, and by staying in constant communication with facility and service staffs.

Venue Sourcing and Availability
Within 72 hours of contacting us; we will provide an initial detailed listing of available hotel options in your city or cities of interest.  We will provide rates, websites, concessions offered and any other special needs or accommodations for your group.

Meeting Site Selection
Upon further research, GEM will pinpoint the potential hotels and facilities that fulfill your needs.  We will provide and summarize crucial criteria in an easy to read matrix.  Every detail you need to make an informed decision is included; resulting in the selection of a meeting site that perfectly suits your requirements and budget.

Site Visit Arrangements
Once you have decided which properties suit your needs, we can assist in hosting a site inspection with you.

Contract Negotiation
GEM will negotiate the best possible prices, terms and conditions for hotel and vendor contracts to maximize your budget.  We are able to leverage our experience, expertise and buying power to negotiate the most favorable terms possible.

Logistics Coordination 
These include (but are not limited to) travel to and from the attendee’s home city, food and beverage selection, printing materials, signage, audio visual, ground transportation,offsite events, expense reimbursement and honorariums.

Meeting Specifications
GEM will provide a day-by-day detailed schedule for your meeting.  This will be coordinated and reconciled multiple times  to ensure that every element of the meeting is brought together for flawless execution.

Phone / Email Campaigns
To ensure the best possible attendance at each and every meeting; we will place a courtesy call to ensure the invitation was successfully received.  We will follow up with additional calls to ensure registration is completed.  An attendance tracker will be provided to you twice a week.

Ground Transportation
Our staff will be there to greet your participants as they begin to arrive.  Safe, efficient and comfortable transportation will be arranged to transfer your guests to the hotel.  Welcome packets and name badges will be provided upon arrival by our friendly meet/greet staff.   We will uphold your security policy regarding the use of signage and logos.

Airline and Train Transportation
GEM partners with a global travel alliance ensuring that all  arrangements will be made within the home country.  This ensures the best flights and fares are available for the meeting location.  We will also assist with visa applications, travel and medical insurance.

Destination Management
We are pleased to be a member of a global network that provides quality destination management services.  As a member, we enjoy substantial discounts for all needs such as: ground transportation, offsite events, tours and spousal events.

Financial and Budget Management

  • Pre and Post Budget Review – Will be scheduled in order to accurately describe your needs.  We go over the hotel’s master account day-by-day to assure accountability in maintaining your budget.
  • Master Account Reconciliation – We reconcile all vendor and hotel invoices to alleviate errors and overruns.
  • Attendee Expense Reporting – Upon receipt of the participant’s expense report, we will audit each expense and provide a summary report to you for approval before reimbursement takes place.  We will ensure that all expenses are reported according to any Government regulations – in particular this applies to the Sunshine Act for pharmaceutical meetings where HCPs are in attendance.
  • Post Meeting Survey and Evaluation – We will conduct post meeting surveys to evaluate how well the meeting objectives were met,  and to assist in preparations for any future meetings.