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We recognize that every meeting is different and will require a specific set of services. | |||
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With office locations in three time zones we provide our Clients with faster response time leading to greater productivity | |||
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Our clients’ vision and goals for their meetings are executed directly by Doc International staff utilizing our extensive knowledge of destinations, hotels, restaurants, event venues, etc. | |||
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Our clients’ original objectives for their meetings are never lost in communication to an intermediary. | |||
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By working without intermediaries we are able to save our Clients the associated mark-up costs, thereby keeping the overall meeting costs lower than our competitors. | |||
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We plan and execute Domestic and International meetings of all types. We handle the entire meeting or just certain aspects according to your needs. | |||
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 |  Program Planning and Design | ||
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| Site Selection | |||
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| Web Registration | |||
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| Airline Tickets | |||
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| Accommodation | |||
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| Transportation | |||
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| On-Site Services | |||
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| Accounting | |||
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| Cost Control and Reporting | |||
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Planning a meeting or event is a process which requires an exhaustive knowledge of the service sector, advanced communication skills, creativity and professionalism. Doc International has worked with major companies to organize meetings, congresses, conventions, social events and incentive travel by planning, organizing and servicing with the highest level of quality and constant regard for budget every step of the way. We also understand that each meeting or event is different. We will listen to your business objectives and vision. Then, we will customize a program that brings your vision to life. We pride ourselves on creating events that are unique, stylish and innovative. | |||
 Organizing Accommodations | Registration Activities | ||
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| Meals | Equipment | ||
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| Transportation | Pre-conference Meetings | ||
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| Breaks | Documentation | ||
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| Entertainment | Study Tours | ||
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Location plays a critical role in the success of your meeting or event. We will recommend a location that reflects your overall goals for the meetings. The site selected will facilitate a smooth flow of your meeting agenda. We always recommend visiting the site prior to the event. We can analyze regional meeting requirements and recommend consolidated locations in order to achieve economies of scale. Site selection services include: | |||
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| Hotel selection | Meeting space requirements | ||
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| Food and beverage options | Ground transportation options | ||
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| Theme ideas | Audio-visual equipment availability | ||
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| Off site tours and events | |||
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| Web Registration We develop a dedicated web site for each meeting with on-line registrations. Periodic reporting on the registration status will be provided. The service includes: registration of all participants, management of the meeting database, integration with Travel Agency to issue airline tickets and organize transportation. We can also use commercial packages such as Starcite, RegWeb, RegOnline. Phone / Fax / Email Registration We will contact all the participants by phone, fax or e-mail according to the specific Client's needs. Pre-Meeting Packet/FolderPre-Meeting Packet assembled and sent to attendees includes: introductory letter, itinerary, tickets/electronic ticket confirmation, hotel brochure, agenda, location information, baggage tags, leave behind cards.. etc. | |||
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| Our internal Travel Agency, IATAN accredited, will handle air / train tickets and send electronic tickets to the attendees. We negotiate volume rates in order to reduce overall airline costs. | |||
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We will use our worldwide knowledge and experience to recommend the best hotel in the city you choose. Doc International pre-reserves hotel rooms for medical conventions globally through 2010 as a service for our clients. We will review and negotiate all aspects of the hotel contract on your behalf to insure that you not only receive the best value for your money, but also the best rooms in each hotel. We arrive before your group does to be sure that the rooms specified in the contract are the ones available for your group. We also double check the set up of all meeting rooms, trips, etc. so that your agenda will flow smoothly from the time your guests arrive until the time they leave. Classrooms, chevron, rounds, workshops, hi-tech stations and more, in a room that is well suited to your meeting needs. We will maintain a private hospitality desk to help speed the check-in process and distribution of meeting materials. In addition, we provide a central location for messages and take care of guest requests throughout the meeting. We will plan superb meals and coffee breaks, adding fun and creativity while minding your budget requirements. Audio Visual: from rear-screen computer displays to videoconferences, we have the technical know-how to stage the most demanding events. | |||
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We will coordinate all aspects of your domestic and international transportation and transfers. We recommend that all guests book their flight arrangements through one centralized source thereby facilitating airport meet & greet and ground transportation arrangements. We will provide a travel planning form to be completed and returned by the guests. Each guest will have the option to dial a toll-free line directly or complete the form giving their desired travel itinerary. When flying from Europe, we will negotiate with airline companies at the point of origin in order to obtain the lowest air fare possible. | |||
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Our multilingual Staff will always be with you. Our hospitality desk will be staffed and available to manage : Private hotel check-in for staff and guests Distribution of welcome packets including room number and location, training materials, agenda, name tags, security passes, optional activities, etc. Maintenance of message board and itinerary changes Information resources for attendees Production of Meeting Materials: Invitations, Meeting Binders, Sales Support Materials, Handouts, Agendas, etc. | |||
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We audit and reimburse your attendees for you and coordinate all the final accounting from each vendor. Each invoice is double checked for accuracy. You will receive one easy to understand, itemized and accurate bill. We will scrutinize every charge for you to insure billing accuracy and will: Establish master accounts for each aspect as needed (food, beverages, guest rooms, transportation) Review charges daily with hotel accounting office Receive all invoices to be used for final bill reconciliation Provide itemized, comprehensive bill with summary | |||
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We submit periodic reports, providing analysis of cost elements and attendee satisfaction. We proactively make recommendations for service enhancement and cost reductions. Our diligent approach to cost have saved Clients up to 30% on past programs. Extensive travel arrangement knowledge and direct contacts, without intermediaries, save you money. Establish master accounts for each aspect as needed (food, beverages, guest rooms, transportation) | |||
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Below is a partial list of the services we provide
 Doc International Inc. 2487 Lamington Road
Phone: 908.470.1550 866 DOC INTL (362 4685) info@doc-international.com
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