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
• Activities
• Client Hospitality Activities
• Corporate Milestone Events
• Team Building & Motivational
• Programs
• 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.
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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
Communication
• 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
Reporting
• 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 |
 
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