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