 AVA is about events that possess such significance, in terms of tradition, attractiveness, image, or publicity that provide the destination and stakeholders with a competitive edge. We are active within the membership of the largest and most active business groups in the region and the world.
AVA produces opportunities for directly engaging with your target audiences at leisure, social, and cultural experiences - which are outside the normal range of choices or beyond their everyday activities. We have established relationships and contacts with the world’s finest cultural organizations. Ultimately, we deliver world class and first-in-region LIVE events. At AVA, we are committed to the development of mutually beneficial partnerships. We create sustainable platforms from which you can effectively communicate your business and services with a high return on investment.
AVA's event consultants provide professional guidance in the planning and execution of your event. They are customer focused, solution oriented and serve as your key contact from initial call to event conclusion. They will maximize your budget to ensure you allocate your financial resources appropriately.
Our experienced event consultants are trained to handle any size event, meeting or convention no matter the location.
- Event Planning Assistance
- Technical Assistance
- Venue Information and Contacts
- Negotiating with Vendors
- Working within a Budget
- Creative Input
- Safety and Professionalism
- Site Visits
- Writing a Request For Proposal (RFP)
To speak with a representative regarding Event Consulting. Click here to request a quote
AVA offers turn-key solutions for all aspects of an event, from conceptualism to delivery.
Listed below are some of the key services we offer:
 Live Events
Creative Consultancy (Audience research and focus group)
Global Reach
Digital Media (film and editing, animation and visual effects, 3D event modelin)
Personal logistic (limousine, etc.)
Translation
Personal assistance
Accommodations (hotels reservations, houses, etc.)
Site Selections Considerations
 Site Inspections Checklist
• The destination Accessibility
• Ease and cost
• Proximity to airport
• Permits access by people with disabilities
• Adequate taxi/limousine service
• Sufficient parking space
• Availability and cost of shuttle service
• Adequate airport assistance
• Adequate number of flights into destination
• Seasonality of destination (peak season vs. off-season)
Environment
• Availability of local attractions
• Shopping
• Recreation
• Restaurants
• Weather conditions
• Appearance
• Safety of area
• Economic health of community
• Reputation of area/facility for hosting meetings
• Support and services available from local convention bureau
• Availability of experienced suppliers, such as audiovisual firms, exhibit service contractors, temporary help, and security
 The facility
• Efficient, friendly doormen and bellman
• Attractive, clean lobby
• Registration desk easy to find
• Sufficient space in relation to guest room;
• Ability to handle peak check-in/check-out times
• Modern elevators in sufficient number
• Rapid response to telephone calls
• Availability of guest services
• Comfortable clean rooms
• Adequate closet space and hangers, fire exit.
• Availability of beverage and ice machines
• Service elevator accessibility
• Size of standard room vs. deluxe room
• Availability of “towers” or executive floor offering special guest services
• Rooms equipped for people with disabilities
• Number and types of suites and availability of suite floor plans
• Reservations procedures policies
• Room category classifications (floor number, non-smoking, ocean view, etc.)
• Number of rooms available for early arrivals and late departures
• Current convention rate and rack rate for individual guests (not part of the group)
• Date hotel will provide firm rates
• Guarantee and deposit requirements
• Check-in and check-out hours
• Cutoff date for the room block
• Check-cashing policies and types or credit cards accepted
• Refund policy for cancellations
• Number of non-smoking floors (standard and concierge)
• Dates of any planned renovations
• Any change in hotel ownership being discussed
• Availability of a health club, hours, and cost
• Telephone access charges (long distance, local, and calling card)
• Key system for guest rooms
• Adequate parking space (free or for a fee)
• Hotel emergency plan (meeting manager should review it)
• Hotel emergency exits clearly marked
• Comparison of king-bedded versus double-bedded room categories
Meeting space
 Meeting rooms come in all shapes and sized, and with a number of obstructions and inadequacies. The meeting manager must evaluate the potential of each room under consideration. They should measure the room, prepare scale diagrams, incorporate all equipment, staging and decorations, and calculate the desired square footage per person for the required setup. Below are some questions the meeting manager should be prepared to answer before the site inspection:
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Audio Equipment
