Supporting meeting planners

Supporting meeting planners

We perfectly understand how our DMC supports you, our clients: busy meeting planners and corporate organisers. Think of us as your local concierge.

We listen. We hear what you need, which may range from full ground program support (including internal air and other travel) to programs where you may only need limited support. Let's talk about your needs.

We are your destination experts in Costa Rica - we know the cities, towns, mountains, rivers, trails, venues and will recommend the solutions that will best suit your group's needs after consultation.

We provide Transportation.

We do responsible budgeting with no surprises that will deliver the impact you need. We negotiate on your behalf.

We will provide you with timely and relevant information to facilitate decision making.

We can support you in marketing our destination, creating the excitement around your meeting or program in Costa Rica.

We support your team, integrating to understand what you need to make strategically sound decisions, and will ensure we are all working from the same information towards the same goals.

We will make suggestions that will enhance your program, whether it is local speakers, entertainment, team-building or activities to engage your participants.

We are risk managers, ensuring our suppliers are also playing safe (even keeping their insurance in our office).

We practice sustainability and will ensure your organizations' best practices are maintained.

We understand flow and logistics and will provide recommendations based on our experience here. With you, our collective expertise will lead to best success.

We are creative and we understand how to work with your teams to bring out the best in every design and create environments that welcome, surprise, engage, entertain and are remembered.

We have many years of experience in providing support, and we love partnering for success. We know this is a big statement, but we really do come to work every day understanding our role and being energized by the many fantastic groups we are able to work with.

We like to create unique experiences and will work with flexibility to do this.

We say this, we mean this. We will hold the spotlight so you can shine.

We look forward to the next program! How can we help?

Specialized staff and added values

The execution of every service we provide will be supervised by specialized staff for a better on site coordination of the logistics and to guarantee the success of the service delivery. We strongly recommend you to include the Specialized staff on site in all confirmed meetings or events.

Managing all of the details of a meeting program during operation:  the billing, the functions, the staff, the program content, the delegates, and the companions, is nearly impossible for a single planner to do. Oftentimes you cannot even be on-site. You may need a strong, capable, point person to manage the daily operations so that you can focus on the meeting itself.  An experienced and professional local meeting specialist can fill this management role. We can be responsible for deploying resources, organizing action, and monitoring performance while striving to run a smooth, successful meeting program.

Our staff will meet with you prior to the program to complete a full review of the requirements and details. Together, you will work through your expectations of the meeting program and those related to the delegates and guests too.  We then brief the other staff members on policies, service expectations, any program changes, and important knowledge. We conduct a daily program performance review and discuss the preparation for the following day with you and the entire staff.

An onsite coordinator directs the activities, hotel services, off site venues, restaurant reservations, domestic flights and events in general. This person is responsible for directing all suppliers on what to do, and supervising the operation of every service contracted by our clients. The site coordinator may also be involved with interacting with the participants if requested by the client and will be the contact person for our clients throughout the program.

Our onsite coordinators will generally be working with multiple staff members and subcontractors, and they will be responsible for their work as well as his own. It is his job to ensure that all parties involved are doing their respective jobs and that things are moving along on Schedule, with the highest quality standards and within budget.

Look for the costs of this service in all our quotations.