Events and convenings
Bring everyone together, without the spreadsheet.
Board meetings, the annual conference, a partner convening, a community gathering. silentVIP books travel for staff and guests attending, keeps the rooming list, and handles the name changes and late arrivals.
Event · Annual partner convening
Rooming and arrivals
What we handle
Travel for every attendee
Group travel
Group travel from 10 attendees, with each attendee's flights booked and tracked.
Hotel blocks
Room blocks and rooming lists, and hotels reconfirmed with the property before check-in, so the room is there when your traveler arrives.
Arrivals
Arrivals and departures by time, for shuttles and welcome desks.
Speakers and guests
Invited speakers and honorees booked and looked after, charged to the event budget.
Changes
Name changes, cancellations and late registrations handled by the travel team.
Guests and cost codes
Attendees who aren't staff booked as guest travelers, billed to the right department and project.
Timing
When to start
Ideally 8 weeks before the event; we can work to shorter timelines when inventory allows.
Brief
Dates, venue, the attendee list and who pays for whom.
Plan
Hotel block and travel options, with a budget estimate.
Book
Attendees confirmed and booked as they register.
Run
Arrivals list, changes handled, urgent help during the event.
Board travel
Board meetings, properly run
Board members are often volunteers traveling at the organization's expense. They deserve good travel, and the organization deserves a clear record of it.
- Board members booked as guest travelers, billed to the department and project you choose.
- Board travel coded to governance, separate from programs.
- Board members who travel often can be set up as travelers with a named approver, such as the treasurer.
- A year's board travel in one report, by department and project.
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