GROUP EVENT QUOTE PROCESS

Every event begins with a vision, and from there you can define your event objectives. SeaSide Events works closely with our clients to transform their vision into a plan of action with specific and quantifiable objectives, strategies, and targeted metrics. Following this step, our clients can make informed planning decisions. To get there we start with the basics like who, what, when, where, and why.

Every group event is different, and thus requirements vary from event to event. Some groups require large theaters for group presentations or panel discussions, as well as Conference Space, AV Equipment, and Break-out rooms. Music festivals require stage and sound equipment and sports-related events need pool-deck space and island-based events. Similarly, all groups typically require specific dining arrangements across specialty restaurants and main dining rooms, as well as cocktail lounges and nightly live entertainment…SeaSide Events works closely with our clients to define and list all key event requirements and presents multiple options to make an informed decision.

Defining the event’s date options, as well as the number of days is critical when planning a cruise ship event given the commitments that need to be made in advance. Cruise Ship-based events typically last 3-7 days, and can take place exclusively during the weekend (e.g. Friday-Monday) or with a combination of weekday/weekend, thus allowing the group program to incorporate business events on weekdays and leisure time on weekend days.

Needless to say, overall event costs and logistics are proportional to the number of attendees. Accommodations, Group Venues, Dining Arrangements, Entertainment, Shoreside Events, and Scheduling require a firm understanding of cruise ship space capacity, guest flow, and multi-deck layouts to ensure a smooth and efficient multi-day event. Knowing the expected number of guests (plus or minus a percentage) is a key data point on cruise ship event planning.

Event organizers will need to have a good idea of the event’s program including general sessions, group receptions, break-out sessions, team activities, diner events, entertainment, and other key program aspects in order to ensure the properties and venues are selected.

Modern Hotels and Conference Centers have ample meeting space and state-of-the-art audio-visual equipment, thus event organizers can rest assured their needs can be met. Nevertheless, it is critical the program and schedule are reviewed in order to ensure meeting rooms and equipment is available as needed given the multipurpose nature of these spaces.

Unless your conference is being funded by a grant or organization, event organizers need to define their overall spending limits early on in order to ensure the appropriate options are being considered at this stage. There are many aspects of a group event that will require detailed costing, thus a clear idea of total spending is probably one of the most important aspects of the planning phase.

As group organizers need to factor in transportation and logistics into the review process of any Hotel or Conference Facility. It is critically important to know how the delegates or attendees will arrive at the location, what transportation options exist (e.g. Airport Shuttles, etc.), and parking facilities for those driving their own vehicles. Knowing your group’s transfer or logistics needs will be a key aspect of the planning phase towards a memorable event.