Comprehensive services and support available to you include:
Provide individualized consulting and advice to the planning chair and committees
- Attend and advise at planning committee meetings as requested
- Develop a master timeline and project notebook for implementation of all activities
Planning & Support
- Research costs and prepare a comprehensive conference budget
- Establish an operating account for depositing and disbursing funds
- Manage financial operations of the conference
- Process payments for direct conference expenses
- Process honoraria and travel reimbursement for designated speakers or officials
- Monitor the program budget and provide an accurate accounting of program finances
Budget Development
- Advise planning committee on designing and implementing marketing strategies
- Coordinate with committee to identify appropriate mailing lists for distributing promotional materials
- Arrange for 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
Promotion & Marketing Support
- Advise planning committee on designing and implementing marketing strategies
- Coordinate with committee to identify appropriate mailing lists for distributing promotional materials
- Arrange for 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
Materials
- Collect and prepare materials to be included in an event program booklet or participant packet
- Coordinate design and production of event materials (posters, t-shirts, etc.)
- Reproduce speaker handouts or include in event program booklet
- Assemble registration packets
- Prepare signage for sessions and registration desk
- Coordinate with planning committee to develop evaluation tools
Registration
- Design a secure conference registration form
- Provide customer support for registration questions
- Maintain a customized registration database
- Customize acknowledgement for each registration with a confirmation and receipt for payment
- Provide regular participant registration updates to the planning committee
- Prepare final registration roster
- Coordinate on-site registration
Continuing Education (CE)
- Research requirements for each CE 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
- Ensure approval of evaluation tool by appropriate entities
- Prepare and distribute final reporting packets to CE agencies as required
Speakers/Presenters
- Contact presenters and invited speakers and outline expectations, responsibilities and fee arrangements
- Coordinate travel arrangements
- Confirm audio visual needs and requirements
- Collect speaker biographical information and titles of talks
- Obtain all necessary handouts, presentations, etc. for reproduction or for inclusion in a program booklet
Exhibitors
- Manage exhibitor registration
- Coordinate trade show needs with exhibitor
- Mail confirmation/logistics information to exhibitors
- Provide a receipt to each exhibitor
- 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
- Research low-cost alternatives and arrange University housing and meal services when appropriate
- 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 compile detailed statistics for conference categories including registration and attendance, paper submissions, catering guarantees and actuals, hotel room usage, speaker and poster sessions
- 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.
- Print and mail CE certificates as necessary
- Coordinate and distribute thank you letters to speakers, panelists, facilitators, and hotel staff
- Process invoices and travel reimbursement payments
Other Services
- Participate on 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 videography of event
- Coordinate and host webinars with teleconferences
- Poster Session management
- Administer Call for Papers/Abstracts submission process