CONFERENCE MANAGEMENT

CONFERENCE MANAGEMENT

  • Site Selection & Negotiations

  • Contract Review & Negotiations

  • Budget Development & Management

  • Project Plan Development & Management

  • Overall Program Development (Components, Theme, Brand, Objectives) 

  • Project Management & Strategic Advice

  • Committee Admin Support

  • Organize and Participate in Planning Meetings

PRE-CONFERENCE DEVELOPMENT

  • Development of an Online Registration System

  • Accurate & Detailed Management of Data 

  • Processing of Payments (follow up, invoicing and receipts) 

  • Produce Detailed Financial and Statistical Reports and Other Reports/Lists (dietary, participants, session, etc.)

  • Housing & Transportation

  • Production of Registration Materials (tickets, name badges, certificates, programs)

  • Respond to Registration and General Inquiries 

REGISTRATION & ACCOMMODATION

  • Development of Exhibitor & Sponsor Prospectus 

  • Exhibit and Sponsorship Sales & Management

  • Sponsorship Fulfillment of Benefits

  • Exhibitor Registration and Deliverables 

  • Development of Exhibit Handbook & Floor plan
  • Source and Management of Show Services and Other Services and Suppliers 
  • Collecting and Tracking of Payments 

  • Support & Responding to Inquiries 

  • Final Evaluation and Reporting

SPONSORSHIP & TRADE SHOW MANAGEMENT

  • Participate & Lead Pre-event Meetings with Suppliers and Committees

  • Provide Bilingual Registration Services 

  • Staff and Volunteer Management & Support

  • Liaise with all Presenters, Special Guest, and VIPs

  • Liaise with, and Manage all Suppliers and Venue Staff 

  • Conduct Rehearsals 

  • Verify all Room Set ups, Audio Visual and Food & Beverage

  • Maintain Logistical Control 

ON-SITE

  • Educational Program Development, Scheduling & Management

  • Abstracts Management (oral & poster)

  • Speaker Communication &  Confirmation

  • Collecting & Tracking of all Presenter Deliverables (presentations, bios, photos, disclosures, objectives, etc.)

  • Develop Presenter & Monitor Notes and Information 

  • Organize Travel, Hotel and Transfers

  • Speaker Liaison & Briefings 

PROGRAM MANAGEMENT

  • RFP Preparation, Evaluation and Negotiation

  • Supplier Coordination & Management

  • Space Assignment, Set up & Production Management

  • Food & Beverage Selection and Coordination

  • Logistics, Set ups, Audio Visual, Floor Plan Development & Management  

  • Script and Run of Show Writing and Development

  • Signage, Security, Network, Electrical, General Requirements, etc. 

  • Contingency Planning

LOGISTICS & MANAGEMENT

  • Development of Marketing & Communication Plans

  • Website Development & Content Management

  • Design and Distribution of Promotional Materials & Collateral  

  • Development of Preliminary & On site Program Guides

  • Conference App & Social Media

MARKETING & PROMOTION

  • Organize Social Functions and Special Events

  • Source Entertainment & Decor

  • Organize Partner Programs & Tours

  • Organize Transportation 

  • Source Gifts & Delegate Giveaways 

  • Develop Staff & Volunteer Documents and Schedules  

  • Prepare and Conduct Evaluations 

  • Financial & Statistical Reporting

  • Participate in Debriefing and Share Best Practices

  • Send Thank you Letters 


 

OTHER SERVICES