Meetings logistics

From site selection and overall itinerary planning, budget management to the hundreds of small but important details, the Vanadoo team will be fully dedicated to the success of your event.

Venue selection

Use our experience and knowledge to find the right venue and accommodation for your conference or event. By thoroughly understanding your culture, audience and program needs, we can recommend the perfect location and atmosphere for your meeting.

Budgeting and administration

Creation of a budget spreadsheet, keeping you advised of any changes and updates. 
Producing a full itinerary of running times for your program.

On site management

Our dedicated staff ensure that onsite procedures run as smooth as possible and deliver the best possible service for our delegates including:

• Fully working on site mobile office for the duration of your event.
• Meeting room layouts, dressing and delegate materials.
• Production and display of any table and seating plans.
• Notifying the venue of any VIP's within your group and advising the venue of dietary preferences, special requests and disability awareness.
• Managing the hotel rooming list, allocating any complimentary room upgrades and doing our best to ensure the clients do not incure any cancellation penalties.

Hospitality services

Our experienced and multilingual Hospitality Desk Personnel will work hard to help with to streamline the registration process and will assist with any delegates requirements during the meeting.

Signage

Depending on the venue facilities at your conference venue, we'll ensure that there is adequate signage throughout the whole program.

AV and technical equipment

We work with professionals who will meet with you to fully discuss your brief for event conference planning to establish the ideal technical support for your meeting.

Hostess services (Vanadoo in-house independent department)

Vanadoo runs an in-house independent division specializing on HOSTESS-SERVICES and all human resources required for an event.

Your event will be more relaxed and more professional thanks to our hostesses. They will help you to create the right atmosphere and will take care of organizational and administrative tasks so that you can give your guests the attention they deserve. We know what quality means, and our services are provided at the highest level of professionalism and skill.

Transportation and shuttle services

Everyone knows the first impression is the one that can make or break an experience. Our services start with welcome desk and meeting point at the airport, where your guests are greeted with a smile and directed efficiently to their awaiting transportation.

We will device a shuttle plan for your convention according to arrival and departure manifest. Last minutes changes are handled by our experienced staff and consultants who will make sure the transport operation will run smoothly and without any "hicc-ups".

Spouse programs and optional tours

Encourage your meeting attendees to bring their spouses along by offering interesting activities for them while your attendees conduct business. From an interactive cooking course or a wine tasting, to spa and shopping excursions, we will create and coordinate exiting programs. Programs and excursions can be individually booked and paid at our hospitality desk.

Corporate gifts

A gift, however a big or small, always means a souvenir of an unforgettable event. But finding the perfect tote bag or crystal award can also swallow a large part of your planning time. Let us find the creative gift for you!

Credit card payments

We can provide on site credit card payments for Fee Paying Delegates.