Viking Travel and Event Planning for all your travel and event needs services
corporate events
social and leisure travel
travel services
case studies
about us/contact us
return to home page
Corporate Events

Viking Travel creates innovative meeting program plans and provides general travel services for both business and leisure itineraries.

From intial site selection through on-site registration and management, we capitalize on our extensive network of resources and experience to make the entire process run smoothly.

We offer complete travel and event programs with one-stop shopping convenience! Or we will be glad to assist you with whatever portion(s) of the planning process as you require for:

• Sales Meetings
• Incentive Travel Programs
• Employee Appreciation
• Client Hospitality Activities
• Corporate Milestone Events
• Team Building & Motivational
• Management Retreats
• Gala Celebrations
• Theme Parties
• Leisure Itineraries

Viking Travel is a full-service Travel Agency and a member of the International Association of Travel Agents.

member of ASTAmember of the International Association of Travel Agents

Our full range of professional Meeting Planning Services includes

Air Travel
• Evaluation of air carrier and routing alternatives
• Negotiating air fares
• Negotiating back end incentives (site inspection tickets,
free tickets, etc.)
• Ticketing
• Air charter services
• Air volume reports

Site Inspection
• Suggestions based on budget, space requirements and accessibility
• Site inspection and proposal modification

Hotel Arrangements
• Specially-negotiated group rates
• Client preference tracking
• Specialty considerations - upgrades, comp rooms, food/beverage
discounts, free transfers)

Group Transfers
• Airport transfers
• Negotiated car rental agreements
• Luggage vans
• Limousine service
• Transportation to special events

Meeting Function/Food and Beverage Arrangements
• Audio-visual equipment
• Menu selection and coordination
• Staging
• Light, sound and special effects production
• Decoration
• Theme or activity suggestions
• Amenities and gifts

• Design, pre-planning and coordination of event objectives
• Preparation and distribution of promotional pieces (brochures,
broadcast e-mail, and registration information)
• Registration by e-mail, toll free telephone, or Internet site
• Development of questionnaire and registration forms
• Invoicing and collections
• Document preparation (welcome letter, badges, participant lists,
itineraries,confirmation, luggage tags, restaurant guides, departure
notices, etc.)
• Compile attendee information through a database program

On-site Coordination
• Coordinators, escorts and meeting planners on-site
• Conference registration services
• Check-in services
• Fully staffed hospitality and information desks
• Meet and greet services
• Airport departure assistance

Activity and Side Trip Arrangements
• Optional sightseeing and local tours
• Recreation activities
• Simultaneous spouse/guest/children program

Pre /Post Conference
• Individual deviations
• Incidental charges

• Arrival/departure lists
• Cost savings statements
• Rooming lists

Final Details
• Event resume to conference site
• Develop contact list
• Vendor updates

Final Billing
• Currency conversions
• Master account reconciliation
• Invoicing

Ancillary Services
• Shipping of materials and supplies
• Theme development
• Speaker arrangements
• Product fairs and exhibits
• Mobile office replication on-site
• Custom signage at airport, hotel and off-site locations
• Graphic art production
• Room amenity selection and distribution
• Entertainment selections and booking
• Event communication

viking can handle all of your last minute travel needs