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Marvelys Capote

New York, New York Travel Agent

Corporate Meetings

I’m always happy when clients ask for my help with a corporate meeting. A well-planned corporate meeting is great for company morale and a fun time for everyone involved, and I love being part of the team and seeing it all the way through.

Meeting planning is challenging in that it requires both tremendous attention to detail and the ability to keep an eye on the big picture. Most companies use me as a consultant to handle logistics, negotiate vendor contracts, arrange everyone’s transportation and support the meeting on site. 

I usually work side-by-side with an executive from the company who will determine the programming, networking events, parties, and menus. Experience has provided me with an internal checklist so that everything is organized to flow correctly.  

I’ve also learned to think through and negotiate contracts with hotels, limousine companies, and other vendors, and I serve as a company’s advocate through final invoicing. In particular, cancellation clauses have to be thought through carefully, as there are many reasons that a meeting might not come to fruition as planned.  

Plus, there are so many things that you only learn through experience. Sometimes, a hotel will add on costs for things you’d never imagine, so you need to spell out inclusions such as signage, decorations, linens, and costs for extending the hours the bar is open. 

My long history of working with hoteliers and hotel representatives means I know who to turn to when we need help, whether it is getting more rooms at the last minute, waiving a cancellation policy or getting the meeting space and equipment you need. As your consultant, I am with your company every step of the way, using my intimate knowledge of the industry and contacts to serve as your advocate. 

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