Services that our firm provides in the area of conference management include:
Program Design & Development
- Develop and design the most effective program format to meet learning needs and accomplish the conference objectives/goals
- Identify and select appropriate speakers
- Develop and negotiate speaker contracts
- Coordinate speaker travel arrangements
Site Selection & Evaluation
- Match specific needs with properties that can best meet those needs
- Prepare meeting profile/resume and Request for Proposal (RFP) to send to preferred properties
- Gather proposals from preferred properties for review and selection
- Conduct site inspections of proposed meeting sites and hotels, if required (additional fees will be charged for labor hours and travel expenses)
Contract Negotiation
- Negotiate the fine print of the final contract
- Ensure the client’s interests and needs are met
- Reduce potential liability to the extent possible
- Negotiate fair attrition and cancellation clauses
- Address future rate increases, liquor service, ADA issues
Marketing & Publication Services
- Assist in developing a comprehensive marketing plan for the conference
- Develop and house a conference web site on our secure server
- Provide web site maintenance and updates through conference completion
- Coordinate the design and production of promotional pieces including registration forms, brochures, calls for papers, postcards, flyers, posters, advertisements and other marketing items
- Coordinate with printers, newspapers, and radio stations to ensure quality publications
- Identify and obtain e-mail lists or standard mailing lists from our existing in-house database or outside brokers
- Coordinate mailing services such as database entry, database preparation for automated labeling and postage machines, and envelope insertion
Web Site Production
- Design and produce a conference web site combining content and logo, an appealing design, effective navigation, and professional graphics
- All conference details are easily updated and accessible to participants
- Conference participants have instant access to the latest conference information
- Participants can register online 24 hours a day
- Conference is accessible to an international audience without high postage rates
- Papers can be submitted, reviewed, scored and selected online
- Gain increased revenue by attracting more participants
- Additional revenues from vendors for their listing or advertising space
Financial & Accounting Management
- Provide computerized budgeting and financial tracking system
- Assist in creating a detailed budget of estimated income and expenses relative to needs & limitations
- Process purchase orders, abiding by various state purchasing procedures
- Prepare and obtain legal bids and/or licenses associated with required products or services
- Process all accounts receivables and payables
- Prepare final audited financial statement, outlining all income and expenses, at the end of the conference
- Provide comparison analysis report of budgeted vs. final income and expenses
Registration Services
- Design and produce a printable conference registration form
- Develop and produce an online registration form
- Host the online registration form on a secure server
- Receive and process registration fees securely online, by mail, phone, or fax
- Offer convenient payment options including credit cards, checks, and purchase orders
- Provide billing services for all purchase order payments
- Provide collection services through 60 days past the program end date
- Prepare and mail a confirmation, printed receipt, and directional map to all registered participants
- Send an immediate email confirmation
- Postage and envelope costs for a one-page confirmation are included
- Enter all participant information into one computerized database tracking system
- Provide current financial and registration reports at regular intervals
- Prepare printed name badges
- Prepare printed special event tickets
- Print nameplates and special event lists
- Provide plastic name badge holders for each registered participant
- Print custom name badges with conference logo and/or design
- Provide on-site registration system and staff at conference location
- Ensure fast and friendly on-site registration for participants
- Complete final audit of all registration transactions following the conference
Online Registration
- Design and produce conference registration form for both print and online distribution
- Participants can register at their convenience, 24 hours a day and receive immediate confirmation
- Ease of payment by credit card
- International participants avoid hassles of currency exchange
- Easily communicate with participants via email; send reminders, urgent announcements and updates quickly & easily
- Real time registration reports, participant lists and optional event lists
- Provide staff and systems on-site at conference location to ensure fast and friendly registration for participants
Logistics Planning & Execution
- Provide on-site management and troubleshooting
- Serve as a single source for all the clients conference needs
- Serve as liaison between all service providers and planning committee
- Provide advance scheduling and coordination of meeting facilities, audiovisual equipment, hotel accommodations, and food services, travel/transportation, parking, and recreational activities/tours
- Arrange for services to meet the needs of those with disabilities
- Provide and arrange for simultaneous translation services
- Arrange for academic credit or continuing education units (CEUs)
- Design and produce professional program signs
- Prepare and organize handout materials
- Produce custom certificates of program completion
- Provide for floral and table decorations for special events
- Arrange and provide for security services
- Arrange for VIP services
On-Site Management
- Provide staff to be on site through duration of conference
- Work directly with hotel staff
- Monitor conference functions
- Review and approve daily charges and bills
Audiovisual & Technical Support
- Arrange for and/or provide all audiovisual projection systems
- Provide on-site technical audiovisual support services
- Arrange for audio and/or video taping services
- Provide speaker audiovisual support and training
CD Rom Proceedings
- Proceedings and presenter information are easily formatted and burned to CD ROM or published online
- Proceedings are easily published pre-conference or post-conference
- Eliminate high printing and postage costs of mailing post conference printed proceedings
- Increase revenue by offering advertising opportunities to vendors
Trade Show & Exhibit Management
- Design, develop and manage exhibitions and vendor-related shows
- Provide custom computer system to manage exhibitor and trade show registration and booth assignments
- Online registration procedures and database management
- Produce comprehensive exhibitor kits
- Onsite staffing and management
Tours & Special Event Coordination
- Prepare details for a fun group activity, a wonderful hospitality tour, or a special event.
- Plan and arrange for individual or group recreational activities and/or special events
- Plan and arrange for optional tours and activities, providing information and tour guides as needed
- Arrange for and contract with entertainment services
Conference Evaluation & Wrap Up
- Design, distribute, and collect program evaluations
- Provide statistical analysis & reports
- Send thank-you letters and wrap-up correspondence to participants, suppliers, etc.
- Conduct post-conference evaluation and review
- Assist in scheduling follow-up programs
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