meetingandeventservices

Source: Forbes Insights, “Business Meetings: The Case for Face-to-Face,” 2009

Your Partner in Cost Savings, Increased Efficiency and Results

In corporate America, more than eight out of 10 executives say that face- to-face meetings are essential for building stronger, more meaningful business relationships, according to a recent survey by Forbes Insights. Furthermore, many business executives say meetings and events help them be more persuasive, demonstrate leadership and engage their audience.

Why Host a Meeting?

At Cox, we agree.

A s the in-house, dedicated meeting and event planning service for Cox Enterprises and its subsidiaries, Cox Meeting & Event Services

provides cost-effective, results-driven event management, drawing from industry expertise and cutting-edge technology. Our top-notch, experienced staff manages all of your event logistics so you can focus on what you need to do most: your job. In addition, our services are free. Because we are part of Cox Enterprises, we won’t charge you any fees or markups.

Who We Are

W ith extensive knowledge and training in the meeting and group incentives industry, our team has experience in all facets of event planning. Our planners

keep up with the latest industry trends through participation with and certification by organizations such as the Convention Industry Council (CIC), Meeting Professionals International (MPI), Green Meeting Industry Council (GMIC) and Global Business Travel Association (GBTA). Because our staff members are all Cox employees, every event is planned and executed specifically with company goals and employees in mind. So, whether you’re planning an annual meeting or a training session, we can help you develop an event concept that is on message and within budget.

Experience You Can Trust

What We Do

C ox Meeting & Event Services leverages Cox’s buying power with hospitality industry vendors, who can offer hotel, airfare and ground transportation discounts. We work with groups of 10 people or more.

Cox Meeting & Event Services offer expertise in the following areas:

Sourcing and contracting: Our standardized hotel and vendor contracts help us cut through the red tape, saving you time, money and many headaches. Also, when negotiating with hotels, venues and vendors, we leverage Cox’s national relationships to obtain discounts. Meeting registration: Using the latest software, we develop customized websites for easy conference registration. Through our online registration tools, attendees can sign up for an event, request hotel rooms, enroll in classes and activities and book flights. Meanwhile, meeting hosts can see real-time registration updates. Air travel: Cox Meeting & Event Services utilizes an air booking and management tool called Concur. Through this service, attendees can take advantage of Cox’s negotiated discounts with preferred airlines. Planners can produce arrival, departure and final air reports and work with meeting hosts to manage air costs. Cox Meeting & Event Services can also work directly with the airlines to negotiate group seating and fares when

it is practical, so there are no surprises once all the final air costs are in. Logistics planning and operation: Two of the most time-consuming elements in managing an event are handling the day-to-day correspondence with vendors and collecting, receiving and processing final invoices. Our planners not only serve as “filters” between you and vendors, they also provide consolidated billing services so you won’t have to sift through mounds of paperwork. Cox Conserves: As part of Cox’s commitment to the environment, Cox Meeting & Event Services is a leader in the “Green Meeting” movement. We maintain a paperless operation through automated processes as much as possible. Furthermore, we engage our supplier partners to share this commitment.

How It Works For each event, our staff follows a three-phase process, resulting in a high standard of service every time.

Phase One: Develop the plan. Following a review of your goals and preferences, a dedicated meeting professional will conduct site searches, negotiate with vendors and determine costs.

Phase Two: Manage the logistics. Depending on event requirements, your meet-ing planner will work with you to develop a registration website, reserve and manage hotel rooms, determine meeting room setups, order catering and audio visual equipment, and set up air and ground transportation. Addition-ally, your planner can assist with theming and décor, special events and leisure activities, among many other services.

Phase Three: Wrap up the program. Your meeting professional is also available to manage the program onsite. And after the end of the event, the planner can also help you tie up any loose ends, including providing you with consolidated final billing.

A Full Service Department

From a one-day training session for 10 people to a multi-day conference for 1,000 attendees,

Cox Meeting & Event Services can ensure your event is a success. Our wide range of services includes:

Multi-day conferences Company annual meetings Training meetings Catered one-day workshops Board meetings Green meetings and events

Themed events Award dinners Team-building activities Group incentive trips Group cruises

Why Use Cox Meeting & Event Services?

By leaving the logistics to us, you can focus on your responsibilities.

We save you time.

We leverage our national vendor relationships, negotiate on your behalf and charge no fees for our services (unlike outside agencies).

We save you money.

Whether you’re setting out to build stronger teams, recognize outstanding individuals or communicate new strategies or ideas, our event staff is there to assist you in reaching your objectives. We are here to make YOU look good.

You achieve your goals.

Our Clients Say…

“The staff at Cox Meeting & Event Services has been a lifesaver for me on several occasions in helping me plan for large offsite meetings. It is comforting to know that they are there whenever I need them and that they will come through with flying colors!”

– Amanda Burton, Executive Assistant, AutoTrader.com

“As the Manager of Cox Communications Corporate Sales Incentive Programs, I have used Cox Meeting & Events Services for the last 10 years to assist with the planning of our annual sales incentive trips. From site selection and contract negotiations to planning each detail of every function during the trip, the staff’s knowledge and experience are invaluable. By using Cox Meeting & Event Services instead of an outside vendor, our department has saved thousands of dollars and hours of planning and problem solving.”

– Jeff Geise, Manager, Cox Communications

“What’s better than saving time when planning an event? Saving money, too – plus delivering a great experience for attendees. The Cox Meeting & Event Services team helps us achieve all three goals – they truly take the stress out of event planning.”

– Mary Dugenske, Sr. Manager, Cox Enterprises

“The Cox Meeting & Event Services team is top–notch! I have relied on them for many small and large meetings and conferences. I never worry because I know my event will benefit from their experience and expertise. The team is very responsive. They manage a lot of details, provide the best customer service, and they’re a pleasure to work with. I am so thankful they are a resource we have at Cox.”

– Kristy Vinot, Manager, Cox Media Group

Contact UsFor additional information, or for assistance with your next meeting, event or group incentive, please contact Cox Meeting & Event Services at:

Mail: 6205 Peachtree Dunwoody Road NE Atlanta, GA 30328-4524

Phone: (678) 645-0199

E-mail: meetings.events@coxinc.com

InSite: http://insite.coxenterprises.com/meetingsandevents