HA Travel
team will assist you in managing every kind of meeting - discussions, workshops, seminars, symposiums, summits, assemblies, local and domestic, international conferences, congresses, event and forums. We will assign a project manager that will be committed to your meeting management and achieving its objectives. As a meeting venue (organizer) we offer a very vast choice not only conference centers and hotels, but also special venues such as museums, theatres, lakeside, boats, universities and others. We will consult you in choosing the best venue that matches exactly your event. HA Travel will take care of your partners and customers visit to the conference or congress in Vietnam, including all contacts, hotel booking, transfers, accompanying person programs, pre - and post conference tours and other.

Planning and managing the meeting/conference in HA Travel always include 3 phases:

I. Formulation and implementation of the plans

  • Formulation-and-implementation-of-the-plansestablish the meeting format and dates
  • meetings objectives formulating
  • plan the approximate delegates numbers
  • prepare preliminary operating budget
  • financial management
  • site inspection and the site selection
  • hotel selection
  • venue selection negotiations and contracts with facility
  • program development
  • speaker selection process
  • printing publications and web page
  • sponsorship
  • exhibition venue finding
  • exhibition marketing and management
  • exponent documentation
  • Formulation-and-implementation-of-the-plansestablish the promotional plan - including research and advertising
  • promotional material design and print
  • media liaison
  • registration procedures establishing
  • registration process, record, confirm
  • registered participant report
  • name badges
  • abstract processing and handling
  • abstract book print
  • negotiate airline travel and car rentals
  • arrange ground transport
  • technical support arrangement, audio-visual needs
  • catering
  • Formulation-and-implementation-of-the-plansstaff services
    • long - and short - term staff for any kind of event.
    • clerical services: receptionists, filling staff, typists, word processor, operators etc.
    • exhibition staff
    • announcers
    • program directors
    • escorts
  • interpretation: English, French, German, Russian, and others Fields: science, such as politics, economics, medicine, art industry and others
    • conference simultaneous and sequential interpretation
    • interpretation of business negotiations
    • interpretation for sightseeing
    • interpretation for accompaniment
  • social event planning
  • pre-post convention tours planning
  • Formulation-and-implementation-of-the-plansprograms for accompanying persons
  • souvenirs
  • exhibition show layout
  • hall administration
  • shell scheme and special custom design
  • stand building
  • payment processing and approve
  • security and supervision

 II The actual meeting 

  • instructions before the meeting
  • work plan
  • on-site registration staff supervision
  • on-site management
  • room locators
  • secretariat
  • distribution of meeting materials
  • check set-up of meeting and function room
  • special request handling

 III Post meeting period

  • handling of comments
  • gratuities distribution
  • review and approve bills for payment
  • financial reports
  • meeting summery
  • next meeting negotiations