In preparation for each event, we conduct a minimum of three site inspections in the host city to secure reservations at the best available hotels and to identify the most suitable meeting rooms, as each client’s requirements differ. During these visits, we also evaluate the finest local restaurants to recommend for lunch and dinner reservations, assess venues for cocktail receptions, and liaise with ground transportation companies to arrange the best possible service.

Throughout the event itself, our team works to resolve any issues our clients may encounter, allowing them to make the most productive use of their time through attentive, personalized assistance for the full duration of each meeting.

To ensure a seamless experience for all attendees, our team provides dedicated hospitality desks located in the hotel lobby throughout the duration of the event. These desks are staffed by trained assistants fluent in English, Spanish, and Portuguese, ensuring clear and effective communication with guests from all delegations.

Our hospitality staff is available to assist clients with a comprehensive range of services, including hotel check-in support, restaurant reservations, and the coordination of ground transportation between the airport and hotel for both arrivals and departures. In addition, our team provides ongoing agenda management and support with meeting room setup, helping to ensure that all sessions and activities proceed according to schedule.

Through this dedicated on-site presence, we aim to provide guests with prompt, personalized assistance at every stage of their journey — from arrival to departure — contributing to a smooth and well-organized event experience.

Our services during the event include:

• Airport assistance on the day of arrival
• Transfer to and from the hotel upon arrival and departure
• Hotel check-in assistance
• Transportation between the main event hotels and the convention center
• Hospitality desk in the hotel lobby, from 7:00 AM to 7:00 PM, to assist with all event-related needs
• Meeting rooms:
• Management of the meeting agenda for those with assigned rooms
• Assistance with your schedule
• Decoration and coordination of coffee break orders