Supplemental Meeting Services and Products

Our complementary services and products allow us to offer comprehensive solutions for your meeting. Combined with our site selection, meeting consulting, and meeting management services, these services allow you to select a winning combination that's right for you.

Site Selection & Contract Negotiations

What does this service include?

Together we determine your meeting specifications, requirements, and preferences. We will perform a thorough investigation of available facilities, then present the best alternatives. After reviewing these alternatives with you, we negotiate a contract that benefits your organization and that best meets your meeting's specifications.

How is this service performed?

We meet with you to develop the meeting criteria, which includes determining meeting space, sleeping room requirements, and other key decision criteria. A request for proposal is developed and distributed for your meeting. In some cases, we may use other methods to locate appropriate venues. Information regarding availability at the appropriate locations is collected, thoroughly reviewed, and organized for easy comparison. During this process, you are consulted to ensure that we narrow the search to the best alternatives. All viable facilities are contacted, contracts are requested, and negotiations begin. We then discuss with you each facility and their contract, highlighting the pros and cons of the specific terms.
After your final selection, we finalize negotiations with the selected facility. You can then contract with the best facility and set the groundwork for a truly exceptional meeting!

Why should I outsource this service?

Negotiating a beneficial contract requires time, industry knowledge, and experience. Whether you're an experienced planner or a first-time planner, you maximize your results by outsourcing this task to Valencia's Conference Management. We look out for you, our client. We save your precious time and allow you to focus on the actual planning of your meeting. And we bring you years of experience, instantly.

Site Inspections

What does this service include?

We travel to the meeting site to perform a first hand inspection of the location with you or for you.  If more than one location is under consideration, we will compare and contrast the locations.

How is this service performed?

We travel to the location(s) either with you or on your behalf and meet with the property's salesperson or team to tour the property. We inspect the meeting space, guest rooms, level of service, property condition, layout, and any other amenities or items that may influence the success of your meeting.

Why should I outsource this service?

During the Site Selection and Contract Negotiations process, a first hand inspection of a site is highly recommended to ensure that the best site is selected for your meeting. Our inspection experience can identify and highlight both positive and negative aspects that cannot be quantified by reviewing sales literature or meeting contracts. In addition, face-to-face meetings with facility representatives allow us to develop relationships that can be beneficial during final contract negotiations.

Where can I get more information?

Please contact by email or call us directly at 407-299-5000, extension 3219.

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