Add to as needed

 

Comprehensive services and support available to you include:

Provide individualized consulting and advice to the planning chair/committees
Attend planning committee meetings
Develop a master timeline and project yimeline?of all activities
Planning & Support
Research costs and prepare ?budget
Manage financial operations of the conference
Coordinate ?direct conference expenses
Coordinate the processing of payment for?speakers
Monitor the program budget and provide an accurate accounting of program finances

Budget Development
Advise planning committee on designing/implementing marketing strategies
Coordinate with committee to identify mailing lists for promotional materials
Coordinate design, printing and mailing of save the dates, brochures and other promotional materials
Respond to written, phoned and e-mailed requests for conference information
Coordinate comprehensive marketing strategy to attract conference participants, presenters, and sponsors

Promotion & Marketing Support
Work with?planning committee to?design/ implement marketing strategies
Coordinate with committee to identify appropriate mailing lists for distributing promotional materials design, printing and mailing of save the dates, brochures and other promotional materials
Maintain staff to respond to written, phoned and e-mailed requests for conference information
Create a comprehensive marketing strategy to attract conference participants, presenters, and sponsors
Create/update event website as needed.

Materials
Collect and prepare materials to be included in an event website, app, ?program booklet or participant packet
Coordinate design and production of event materials
coordinate ?speaker handouts or include in event event website, app,program booklet
Assemble registration?materials
Prepare signage for sessions and registration desk
Coordinate with planning committee to develop evaluation tools

Registration
Provide a?secure conference registration format
Provide ?support for registration questions
Maintain a customized registration database
Customize acknowledgement for each registration with a confirmation and receipt/invoice for payment
Provide regular participant registration updates to the planning committee
Prepare final registration roster
Coordinate on-site registration

Continuing Education (CEU’s)

Research requirements for each CEU agency and obtain application or online submission guidelines
Coordinate application submission to the appropriate agencies to obtain approval for CE credits
Create & distribute CE certificates, online or hardcopy.
Ensure approval of evaluation tool by appropriate entities
Prepare /distribute final reporting packets to CE agencies as required

Speakers/Presenters

Contact presenters/speakers and outline expectations, responsibilities and fee arrangements
Confirm audio visual needs and requirements
Collect speaker biographical information and titles of talks
Obtain all necessary handouts, presentations, etc. for reproduction?as needed

Exhibitors
Manage exhibitor registration
Coordinate needs with exhibitor
Mail confirmation/ information to exhibitors
Coordinate with meeting facility on exhibitor needs and layout
Manage exhibitors on-site
Meeting Facility Management
Schedule meeting rooms and specify meeting room setups, including a/v needs and requirements
Coordinate catering arrangements
Schedule rooms for receptions, banquets, or other catered activities, select menus; manage event details
Prepare detailed conference schedule and confirm all logistical arrangements with facility

On-Site Services
Determine room block requirements for group
Research hotels and lodging options
Negotiate hotel contracts to include reduced group guest room rate, complimentary rooms and upgrades
Arrange ground transportation and shuttle service as necessary
Provide staff to manage on-site registration and information services throughout the conference
Prepare and distribute name badges and registration packets at conference
Manage all on-site meeting logistics with facility staff, including room set-up, room temperatures, and audiovisual

Post-Conference Services
Collect and account?detailed statistics for conference categories including registration and attendance, , catering guarantees and actuals, hotel room usage, speaker sessions, etc.
Prepare a final conference summary
Submit final reports as required
Prepare any packets required by CE agencies – evaluation results, speaker handouts, sign-in sheets, etc.
Coordinate and distribute thank yous to speakers, panelists, facilitators, and hotel staff
Coordinate the processing of ?invoices and travel reimbursement payments

Other Services
Participate?with?planning teams and provide advice on building agendas, incorporating themes, recruiting dynamic speakers and trainers, creative brainstorming to make each event unique, etc.
Record notes during planning meetings
Coordinate and host webinars with teleconferences

Website services

One stop shop: One contact, one contract, and one invoice for all services provided

Meeting space reservations, including set-up and layout
Budget development
Registration services including online registration option with secure credit card payments, and production of attendee name badges and information packets
Onsite event production and management
Abstract collection and management
Audiovisual coordination
Conference housing
Printing (signs,bag inserts, etc.)
Merchandise (bags, save the date, etc.)