Advertising - Airport Transfers - Arrival & Check-in - Accounting - Conference App - Coffee Breaks - Custom Tours - Day Tours - Evaluations - Hotel Selection & Liaison - Meeting Room Prep - Online Payments - Registration - Travel Assistance Printing - Recommended Dates - Schedule Development - Internet
We are deeply familiar with how labor intensive and complex planning conferences abroad can be for the organizing team. Let us alleviate your task list and provide you with the custom event experience you want, using the networks and connections we've been forming since 2000.
Use space on our website to advertise your event and provide details to potential registrants. This can be done on a page with a login and password you distribute to your clientele. For online registrants, we will send updates with the information you specify to prepare attendees for your meetings.
Airport to Hotel Transfer
Your attendees will receive a link to use to send us their flight information. Based on the arrival days and times of attendees, we will advise and arrange the most convenient and cost-effective options for transport to the hotel. Whether you prefer an English speaking host to greet you at the airport with VIP transportation to the hotel, or simply want accurate details on taxis and group shuttles, we will make the connections happen. Our representative will be just a phone call away to assist travelers with any issues or delays encountered that affect their arrival.
Arrival & Check-in
Our onsite representative will greet attendees upon arrival, streamline their check-in process, help arrange early check-in as needed, give them full details about the hotel and its facilities, and answer questions about the area.
Our staff and systems make your life easy. We can handle all matters of accounting and financial tracking from hotel, transfers and tours, to reimbursements and scholarships. Take the hassle out of collecting and receipting conference fees by leaving that to us. We then provide you with a full accounting of all fees collected.
Now with our NEW app, with easy-to-use features, you can track everything going on in your conference; keeping track of the events that you want to keep track of. Conference managing just got easier with in-app notifications and messaging services, everyone can stay on the same page – while staying paperless. With the secure messaging and scheduling tools, your next conference can fit in the palm of your hand.
Your attendees will enjoy private coffee and tea breaks ready at the times you request. Fruits, crackers, quality pastries, savory items, and more are available to provide to your attendees. Let us know if you have any specific requests and we will work with you to make the breaks perfection.
Custom Tour Planning
Sojourn can design pre and post tours for your attendees using discounted rates from our trusted partners.
Day Tours and Outings
If there is time in your conference schedule, let us help your group mix business with pleasure. For afternoon outings to points of local interest, team building, outdoor recreation, and pre or post conference group tours, we make all the tour arrangements for you. We can include these options in online registration or register upon arrival. Even with late notice, we are glad to make tours available.
Either online or in print, we will produce evaluations that include the data you want to know. We then summarize the responses and comments of your attendees in a useful report.
Hotel Selection and Liaison
Based on the criteria you specify in your conference request form, we will recommend and give rates for hotels in locations that best match your needs. If you already have a hotel in mind, let us negotiate rates with them on your behalf. Once you have selected a hotel, you can leave the rest to us. We’ll keep them updated on room tallies and make scheduled deposits. You’ll arrive to your conference with our onsite representative at your service to ensure that meeting rooms are setup as you requested, attendees arrivals are tracked, their payments are collected, and all logistics are underway.
Meeting Room Preparation
Leave the details of room setup to us. We’ll communicate your requests for equipment and room arrangement to the hotel staff for all the meeting rooms you need, and follow through to make sure it meets your expectations when you arrive. From a private boardroom for 10, a playroom for children, to a large ballroom for hundreds, we will ensure it is ready for a smooth start to your meetings.
Saving you much time and resources, we will handle all your registration online. Attendees simply visit our site, choose the link for your conference, and complete its password protected registration form. Any details you wish may be included on the form. Registrants receive a personalized confirmation email within 48 hours of their submission. This may also include any details you want communicated to them. Their deposits and payments may be made through our site as well. A current copy of all registrations submitted is available for you to download at any time. See a sample registration form
Pre and Post Conference Travel Assistance
Extended stays at the hotel at discount conference rates are always on offer to your attendees. And for those who want to take advantage of our other touring options while in country, we fully customize itineraries and make all arrangements for their travel.
Printing and Copying
Find your conference handouts and booklets ready when you arrive. Simply send the files to us and we’ll deliver them to you upon arrival to distribute. We have a printer available for rent and can arrange for other copy jobs to be done during the conference as well.
If there are seasonal considerations, local cultural events, or off season price breaks that could affect your conference travel, be confident that we will advise you in selecting the most advantageous conference dates.
Our staff is available to assist you in finalizing your conference schedule based on hotel and local facilities and seasonal considerations. We also offer layout and design service to produce an attractive and easy to use schedule document ready for you to distribute at the conference.
Wireless internet access is available in our conference hotels. If you are planning online training options during your meetings, our onsite representative will assist you in making certain the technical specifications of the hotel’s access functions according to your expectations.
Plan with confidence.
Pull off an outstanding event. Impress your attendees with seamless event logistics, intuitive and secure registration processes, and event locations that inspire and delight. Devote your time and energy to what matters most: making a meaningful event program and engaging with your attendees. Leave those troublesome details to us.