Services include:
Planning support for event organizers
- Provide individualized consulting to your conference team
- Attend and advise at your conference planning committee meetings
- Develop a timetable of deadlines with your planning committee
Site selection, contract negotiation and facility management
- Research meeting, hotel and other facilities; based on event requirements
- Request proposals from appropriate venues
- Negotiate contracts, including those for meeting facilities, hotel room blocks, and off-site event venues
- Arrange any on-campus or off-campus meeting or lodging facilities
- Prepare detailed conference schedule and confirm all logistical arrangements with facility representatives
- Serve as the liaison between your event team and meeting facility personnel
- Review and confirm accuracy of meeting facility invoice following the conclusion of the event
Promotion, Publicity and Marketing Support
- Advise planning committee on designing and implementing marketing strategies
- Maintain full-time staff to respond to requests for conference information
- Coordinate design and printing of brochures and other promotional materials
- Create calendar listings and ads for submission to journals
Website Development
- Establish and design a conference home page
- Build website to feature and publicize conference details and local information
- Provide detailed technical program information on website
- Offer online registration
Budget Development
- Advise event finance committee, making appropriate budget recommendations where needed in order to develop a final event budget
- Research costs, including the requesting of competitive bids from vendors for goods and services
Financial Management Services
- Establish and manage an event account for depositing and disbursing funds
- Monitor event income and expenses in order to provide regular, detailed financial reports
- Process payments for direct event expenses
- Process honoraria and travel reimbursement for your designated speakers or officials
- Provide you with a final financial statement with detailed ledger of revenue and expenses
Registration Management Services
- Design your secure online conference registration site
- Offer responsive customer support for registration questions
- Manage your customized registration database consisting of attendee registration details and payments
- Respond to each registration with a receipt and confirmation packet
- Provide regular enrollment reports to the conference committee, culminating in a final registration roster
- Coordinate with organizations paying for participant registration by purchase order by issuing invoices
- Plan equipment and staffing needs for on-site registration and badge processing
- Prepare and manage on-site registration including the distribution of name badges, tickets, and registration packets at conference
- Provide on-site registration/information services throughout the event for attendees and presenters
Proposal and Program Development
- Develop, produce and distribute proposals
- Coordinate information for and prepare advance and final programs
Abstract Collection and Database Management
- Collect and log abstracts and paper submissions; provide data entry and manage paper database
- Customize database to track paper submissions including paper status, author information, and sessions
- Sort and prepare session lists, author index, table of contents, and key word index as appropriate
Conference Preparation & Coordination
- Assist in the preparation of presenter kits
- Coordinate paper review process with program chair or committee
- Communicate with authors on an on-going basis to provide guidance and presentation information
Presenter and Speaker Support
- Contact event presenters and invited speakers to discuss expectations, responsibilities and fee arrangements
- Confirm final arrangements with presenters; including travel, presentation materials and audio visual equipment requirements
- Collect accurate speaker biographical information and titles of talks for program
Additional Social Event Coordination
- Plan and coordinate banquets, receptions, and other social aspects of the event
- Assess and determine food and beverage requirements; negotiate menus and prices with vendors
- Order and prepare tourist materials, including maps and local information for distribution with registration materials
Audio Visual and Technical Coordination
- Coordinate audio visual equipment required for event, select AV provider and contract for equipment and operators
- Arrange on-site internet access and computer access
- Create appropriate program signage
- Determine shipping needs and coordinate delivery
- Coordinate any additional on-site administrative requirements; including photocopiers, fax machines, etc.
Poster Board Session Coordination
- Determine poster board specifications and obtain boards from appropriate vendor
- Assist your committee in organization of poster sessions
- Create instructions and prepare information for poster session presenters
Lodging and Transportation Planning
- Work with the planning committee to determine room block requirements for your group
- Conduct research to find appropriate hotels and lodging options
- Negotiate hotel contracts to ultimately get the best possible rate for your group
- Research alternative low-cost options, including arranging university housing and meal services when appropriate
- Arrange for ground transportation and shuttle services when necessary
Exhibitor and Sponsorship Management
- Determine budget for the exhibit program along with the conference committee
- Maintain prospective exhibitor database in cooperation with event committee
- Coordinate with the committee to select the exhibition site and negotiate fees
- Assist in arranging exhibitor and sponsor fees and benefits
- Prepare promotional materials for exhibitors including event information, floor plan, and contract
- Manage exhibitor registrations; confirming with service kits and booth assignments
- Coordinate and negotiate a contract with an exhibition decorator
- Design space in coordination with decorator and committee
- Determine on-site security needs; make arrangements with a security company if necessary
- Serve as an on-site staff liaison to exhibitors throughout the event
Post Conference Reports
- Collect statistics and create a final assessment of registration and attendance, paper submissions, catering guarantees and actuals, hotel room usage, speakers and poster sessions
- Prepare a final event summary
- Submit final reports as required by sponsors or granting agencies