Innovative Meetings & Incentives Programs

Whether you are planning a gathering for 5 or 50,000, River City Travel has the experience and ability to make your event a special success. Our Groups, Meetings & Incentive staff excels at organizing special events and activities for any size and type of company.

With friendly, personalized service, we can develop unique programs for individuals and groups on the go. Our thorough planning and on-budget delivery will exceed your expectations.

Call River City Travel at 503.644.0333 or 877.644.0333 (toll free). We're ready to help!

Meetings, Conferences, and Conventions

Our approach

When we plan events, we take responsibility for the entire event. Below is a partial list of services that we offer:

1. Determine the Client's Needs
   • Establish event objectives.
   • Profile participants.
   • Develop schedule of events.
   • Select preferred and alternate dates for event.
   • Determine client's needs and goals of the event.
2. Site Selection
   • Compare facilities.
   • Negotiate terms for meeting/event space, accommodations, food & beverage, on-site activities, AV equipment, etc.
   • Select meeting site.
   • Arrange for ground transportation.
   • Block function space and sleeping rooms, as required.
   • Set up billing procedures and have contract prepared.
3. Prepare Budget and Create a Work Plan
4. Complete Pre-Meeting Arrangements
5. Publicize Event (when applicable)
6. Complete Pre-Registration
7. Finalize Details
   • Finalize event agenda.
   • Communicate final details with facility, client and vendors/service providers.
8. Onsite Coordination
   • Inspect meeting and sleeping rooms.
   • Confirm readiness of all services ordered.
   • Review bills daily.
   • Pass out and collect attendee evaluations.
   • Conduct wrap-up with facility.
9. Complete Evaluation/Accounting
   • Prepare final accounting; compare budget vs. actual.
   • Prepare final reports.
   • Evaluations summary.

Incentive Travel

Incentive travel requires unique expertise from your travel professional. For nearly a decade, our agency has been assisting clients with various types of incentive programs, using prepaid vacations packages and gift certificates.

Types of incentive programs

• Employee motivation
• Employee rewards (retirement, perfect attendance, meeting sales/productivity goals, etc.)
• Promotional events
• Trade show giveaways

Our services

• Consult with your designated coordinator on the type of program desired.
• Research destinations to complement the theme and budget of your program.
• Work with suppliers to negotiate rates within your budget.
• Provide a proposal to your company outlining a variety of ideas, suggested themes, activities, budgets, etc.
• Negotiate with suppliers to obtain the most cost-effective air, hotel, car rental rates (or other type of ground transportation, such as shuttles, limos, etc.) and food/beverage costs to stay within your budget.
• Provide an experienced, professional coordinator from our staff to make the initial reservations, negotiate discounted rates, follow-up on reservations and make changes as necessary throughout the planning process, and (if necessary) attend the event to assist with onsite registration, event coordination, and end-of-event wrap up.
• Promote selected event(s) with customized fliers, e-mails, mailings, etc.
• Negotiate with suppliers to provide optional pre- and post-event package add-ons.
• Detailed invoicing before/after the event, including reconciliation with suppliers.

We will work closely with your company on any type of program you are interested in to ensure an unforgettable experience for the participants!

Call us 503.644.0333 or 877.644.0333 (toll free). We're ready to help!