Are you looking for a full service event management partner in Bulgaria? Find out what we do to manage all organizational aspects for the efficient implementation of your event.
Budget Analysis
Your criteria is used to develop a detailed budget that Hateya will work with. At program completion, a written analysis of your actual expenditures will be provided.
Hotel/Venue Site Search and Selection
We work with our hospitality network and research every option for you. Once the research is completed, we will provide you with a spreadsheet highlighting all venue options, pros and cons, cost savings and contract terms.
Site Inspection Arrangements
We can handle all aspects of the site inspection process for you.
Hotel Room Block Management
Once a venue is selected, we quickly generate event-specific bookings of hotel room blocks for attendees as part of the event registration process. Using email or fax, we will send out reminder messages and program information. Each registrant will be provided with a written reservation acknowledgement, confirmation number, and directions/transportation information.
Food and Beverage
Menus are selected for you to meet your group’s preferences and budget. Alcoholic and non-alcoholic beverages will be ordered according to budget and preferences and consumption will be monitored. We will provide the venue with guaranteed numbers, monitor and control attendance to meal functions as required for each program, monitor the number of service staff as each function and sign/approve all banquet checks. We work with the venue on decor and set-up of each function. We assist with your selection of entertainment, negotiate the contract, and arrange for any special needs as required.
Ground Transportation
We provide arrangements for airport transfers, meet and greet services, and off-site events. We request bids from, negotiate contracts with, and provide detailed arrival/departure lists to transportation providers.
Audio Visual
All audio visual needs for all presenters and your staff will be coordinated for you. Bids will be requested from multiple companies and will be negotiated. We will co-ordinate audio-visual services and the production of the event, including the provision of multilingual interpretation and translation services. Each meeting room will be checked to ensure the correct equipment is present and in working order.
Design and Print
We have in-house graphic design facilities for creating all your event materials – booking forms, information bulletins, communications, invitations, meal coupons, indicating boards, etc.
On-site Support
We provide on-site coordination and management during your event. This includes reception staff for welcome and orientation, manage arrival/departure information desk, handling delegate registrations, meeting room and audio visual set ups, coordinate all VIP and speaker requirements, monitoring food and beverage functions, coordinate any last minute changes to rooming list, transportation, supervise amenity/gift delivers. In addition we offer specialized staff such as professional tour guides to assist guided visits, interpreters, and administrative assistants.
Off-site Events Coordination
Many groups select to go off-site for a portion of their programs whether its for recreation, dine-a-round or a night on the town. Hateya will arrange all details including the selection of the venue, coordination of transportation, selection of food and beverage menus, oversee any event set-ups, event execution and set-up/reconciliation of the master account bill.
Amenities and Client Gifts
We coordinate the on-site gift and/or amenity delivery to guest rooms or meeting rooms. We work with the hotel to arrange hotel amenities and their delivery.
Final Review of Invoices
We reconcile your hotel master account including guest rooms, A/V, and food and beverage. We reconcile vendor bills including those for transportation, gifts, etc. We provide a quick recap of all expenses including copies of back up paperwork.