What we do is offer your company decades of experience in ensuring your events go off without a hitch. We believe that by investing in human capital—the people who attend your events—we can ensure proper engagement…How do we do it?
Well, here lies the fun part (at least for our team of network enthusiasts, technology geeks, production experts and event planning wizards): we are your champions. Having spent years in the meeting arena bringing together the best minds and recruiting the best talent, we ensure your corporate programs and events go off without a hitch. (Okay, we can’t promise there won’t be obstacles, but through our planning your stakeholders will never know something went wrong).
At Andavo, we tirelessly aim to unleash the power of human engagement. To get there, we have built a suite of services built on the functional areas that comprise an amazing meeting.
THE NUTS & BOLTS
THE NUTS & BOLTS
Picking out a hotel, figuring out who gets what room, and looking over every contract might not always be the most exciting of jobs, but these pieces are essential. Our teams work within your budget, constraints, and concerns to meet your needs.
Like all aspects, we distinguish our firm based on the relationships we build. Our Denver corporate event planning team will never just provide you a list of hotels, highlight some pretty photos, and call it a day. With over 100 years of combined experience in the industry, we maintain relationships across venues to ensure we all know exactly what you are getting into.
Andavo has successfully set up events for 25 years across the United States and 75 other countries. Whether we are playing in your backyard or bringing attendees around the globe, our team finds the venue right for you.
Andavo conducts an in-depth analysis of a variety of locations fitting your desired outcomes, budget, and travel specifications. Even better, we monopolize on relationships grounded in trust and successful past events. Using our vast network, we gain insider knowledge of new venues or can recommend our previous partners. Regardless, when we pick a destination, you won’t just know where the breakout sessions will be, you will also know the name of the concierges, the best cocktail on their menu, and where you should enjoy your first meal.
Your destination matters. Let us use your circumstances and our experience to ensure your bottom line is met while your attendees are fulfilled.
AMI will manage the event room block with the hotel property on our client’s behalf, including:
• All contract and attrition compliance based on our client’s rooming list
• Billing specifications and delivery of hotel confirmation numbers as needed for each attendee
• Room type assignments (including VIP upgrades and staff rooms)
Management of attendee communications as they relate to the hotel.
Our experts review all contracts and attrition compliance. We track attendee confirmations, assign rooms, and make sure people know where to head the second they step in the door. Post-event, we ensure that the hotel bills matches your actual consumption and all concessions are applied.
Whether you are hosting a weekend retreat or sending your employees for a five-day adventure, the last thing we want is for your attendees to experience difficulties with their reservation.
Andavo negotiates hotel and third-party supplier contracts in the client’s best interest. In this seller’s market, we know what concessions to negotiate and how to secure the best available sleeping/meeting room rates. We understand the critical clauses when overlooked can leave clients vulnerable to excessive attrition and cancellation damages and food and beverage cost overruns.
Andavo reviews and prepare all contracts for client’s in-house legal review and tracks contract compliance with client.
Our clients often seek our services in not only selecting a destination but also creatively bringing together marketing components to excite their attendees. In helping a partner create hype for their next incentive trip destination, we delivered the following video with Balihoo Productions.
You’ve lined up the venue. You know who is attending and have presenters slated. Your goals are clear and the mission apparent, but your company keeps pushing for a theme that frankly leaves much to be desired. Don’t sweat it because we have you covered.
Through our creative services, our team of marketing and branding specialists will effectively combine your objectives with a theme worthy of your attendee attention, inspiring engagement, and cohesively packaged to merge with your existing marketing.
Our creative services combine innovative thinking with practical concerns to create an exclusive environment conducive to attendee enjoyment. Creative services include everything from the red carpet we roll out for guests (figuratively, unless you want one) to the emails inviting them to register and the banners heralding their arrival (practical, although we don’t recommend trumpets.) Our team is ready to guide you in finding the theme that works for you, and helping the hotel bring it to life.
We engage with your marketing team in a facilitative and collaborative process in order to fully understand your vision and business objectives. We then ensure that from the very first participant touch point your brand message will be showcased in a creative and compelling way.
Our creative design services encompass what you need. At times, we will be addressing color palettes, the language used, and how exactly to incorporate your logo. Other pieces might revolve around the way we set the tone from initial emails to registration to the closing banquet. Sometimes we focus on including cutting edge applications and technologies in delivering a brand that energizes both online and throughout the event. Whether we are designing email templates or creating an entirely new brand, our creative services cover your every step.
As meetings have progressed into the 21st century, so too has Andavo. In helping you decide what applications and technologies to use, our staff works collaboratively with yours. No need to explain what a hashtag is to your 1,500 attendees if they won’t use it in the first place. We take careful consideration for current circumstances before developing creative visions that pop.
Whether it’s a launch party, a corporate meeting or an exhibition, our world-class team of audio and visual specialists are experts at harnessing this powerful medium to connect your attendees with your content.
Our unique approach allows our team to integrate your messaging with audio/visual specifications while emphasizing creativity, technical quality and production expertise.
The impact is undeniable: engaged attendees ready to unleash the power of human engagement!
The Finishing Touches
The Finishing Touches
At Andavo, we hate leaving the little things to chance. We triple-check to make sure every aspect of your event is as it should be.
Some might call this “going the extra mile” but to us it’s just how we do business and it’s what allows your attendees to experience the power of human engagement.
Attendees will be excited to attend your meeting or event from the very beginning with a registration process designed specifically for your program. Registration websites, invitations, travel confirmations and other supporting collateral will be designed to be informative, inspiring, and ensure your branding and messaging is captured. Ongoing data generated from registration reporting provides analytics critical to the client’s budgetary and content planning.
Registration is usually just a deployment of technology. AMI acts as an extension of our planning and communication teams to ensure messaging, logistics and attendee experience are aligned with the organization’s event objective(s).
At Andavo, we understand your goal of reaching attendee engagement begins the moment your attendees set foot out their door – suitcases in hand.
Our ability to offer comprehensive event travel solutions means our team of experts will ensure travel arrangements, notifications, manifests, transfers and the obligatory cross-checking are handled seamlessly. And you can rest assured your attendee experience will be nothing short of flawless.
Food and Beverage is often overlooked, giving conference meals a reputation for being mundane or even dreaded. At Andavo, we recognize that every meal, snack or happy hour is another opportunity to create engagement. By designing unique and customized culinary experiences, we appeal to each attendee’s sense of community while “breaking bread” around a beautifully set table.
While we excel at taking conference meals from mundane to extraordinary, we also realize that many people have strict dietary restrictions. We plan ahead so we can accommodate the allergies or dietary needs of your attendees. They don’t even have to think twice about so they can break their [gluten free, vegan] bread with the rest of the table.
We take pride in finding creative solutions to make any size or budget work. When improperly managed, food and beverage is usually where cost overruns occur. We have a critical eye in managing your food and beverage spend to make sure you stay within your budget while maximizing every dollar to create a memorable experience.
Discreet. Discerning. Professional.
Our team provides unrivaled white-glove services whether we are working with state dignitaries, movie stars or inspirational figures. With everything from bespoke travel arrangements to personalized communications, our team of experts ensures your speakers and VIP’s have peace of mind and arrive ready to help educate, motivate and inspire the attendees at your event.
In today’s world where disruption and uncertainty are the norm it is not a matter of “if” but “when” something is going to go wrong. Without advanced emergency preparedness, companies can be exposed to risk of financial loss, legal liability and loss of brand integrity.
Andavo prepares our clients to respond and recover from meeting disruptions that are more likely to happen such as: hecklers, medical emergencies, power outages, speaker delays and cancellations. Even more critical, we have instituted crisis management for client programs impacted by catastrophic events like major storms, death, near drownings, protestors, bomb threats and potential pandemics.
While risk management planning is inherently unpredictable, with our guidance your company will be recognized for its leadership in overcoming the challenge.
Andavo understands it is not a matter of “if” but “when” a meeting disruption will occur. As part of the meeting strategy, Andavo will work with the client to draft a risk assessment and crisis management plan. We include hotel and vendor security teams along with local authorities to determine the potential vulnerabilities for the event.
We identify the most likely areas of disruption such as power outages, speaker delays, staff shortages and weather issues, as well as those that are least likely but have greater consequences like hurricanes, food borne illnesses, serious medical emergencies and active shooters.
The crisis management plan, designed with the client, incorporates their decision makers and communication strategy with their potential remediation options to respond and recover when bad things happen to good meetings.
Meetings and events are a significant investment. Andavo helps you strategically allocate your resources to maximize the value of your dollar.
Working directly with your team, our budget-savvy bargain planners will work to first determine a working budget around your desired needs and then meet this budget at all times. Not only do we work around your monetary concerns, but we also keep a running account of your financial summary at all times. Throughout your event, your pocket book is as protected as any other aspect of your event.
Post-event we review, reconcile the budget, identify cost savings and cost avoidance and recommend future savings opportunities.
When partnering with us, we create events that leave your attendees breathless without requiring a drain on your bank account to get there.
On the surface, all event management companies and the services they offer can appear similar.
At Andavo, we understand it’s not just our services that define us.
Sure – we will help you plan a seamless event that comes within your budget and is delivered with the level of service you won’t find elsewhere. But we deliver so much more! Linking business objectives with event outcomes, we facilitate the curation of events that achieve emotional connections and develop bridges between attendees and organizational cultures.
At Andavo, we help you transform your events to unleash the power of human engagement.
The motivation behind delivering our events is what separates us from the rest.
At Andavo, our mission is to unleash human engagement. Our deliverables are engaging events that create emotional, social, and real experiences. With over 25 years of experience spanning half the countries across the globe, our team knows our stuff. Now let us show you how.
We don’t just set up events. We create experiences your attendees will remember for years to come.
Get in touch with our team today to learn about how we can not only help you deliver a well-run event, but also one that gets to the heart of your motivation, delivers powerful results, and drives company loyalty, retention, and engagement.