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Services

Services available include (but are not limited to):

Planning Management

• Develop realistic planning timeline.
• Manage planning process and timeline to ensure deadlines are met.
• Advise and consult on program format and content.
• Provide individualized consultation and advice to the planning committee, host committee and others.
• Research previous event history to assist in current planning process.
• Suggest and develop scholarship programs.
• Attend planning committee meetings and provide transcription services.
• Assist with incorporating theme into all aspects of event.
• Manage the mailings of all marketing collateral.
• Develop emcee script.
• Determine and manage staffing needs.
• Serve as for "more information" contact.

Site Management

• Research site possibilities based on realistic specifications.
• Negotiate site contracts.
• Serve as liaison between event officials and site facility personnel.
• Coordinate hotel reservation process.
• Schedule meeting rooms.
• Provide detailed information to facility regarding program specifications.
• Provide hotel list for master account billing.
• Provide housing bureau services.
• Develop text regarding hotel information for use in marketing collateral.
• Coordinate catered meals and refreshment breaks.
• Provide exhibit layout information to facility.
• Take lead on pre-con meeting.
• Troubleshoot during the event to ensure all needs are met.
• Review all bills associated with the event.

Content Development

• Consult with program committee to identify key topics and quality presenters who will provide timely, relevant and compelling information.
• Research and recommend programs and keynote presenters based on industry trends, issues and continuing educational needs of audience.
• Explore speaker availability and fees.
• Leverage existing relationships with speakers bureaus and professional speakers to negotiate best contract terms.
• Communicate content needs to selected speakers to ensure presentation is tailored and relevant to specific audience.
• Conduct regular content reviews with selected speakers.
• Establish and deploy a process to evaluate audience satisfaction relative to program content and presenters.

Budget Management

• Research costs and prepare proposed budget.
• Manage budget and provide regular updates.
• Establish and maintain event account for depositing and disbursing of funds.
• Review all expenses.
• Process payments for direct event expenses.
• Obtain necessary W-9's.
• Prepare final financial statement with detailed ledger of revenues and expenses.
• Process and distribute 1099's for tax purposes.

Speaker Management

• Establish and implement proven internal systems for communication exchange.
• Develop and distribute speaker agreements, information forms and speaker guidelines.
• Develop and manage a comprehensive speaker roster.
• Obtain and manage speaker needs.
• Manage travel and overnight lodging needs.
• Manage session information to include room setup specifications, audio-visual requirements and special needs.
• Arrange for state of the art audio-visual equipment and experienced technical support.
• Provide detailed ledger of all speaker expenses.
• Develop and mail thank you correspondence.

Registration Management

• Create a computerized registration database.
• Provide and design registration form.
• Provide on-line registration services through our secured website.
• Monitor and manage payment of registration fees.
• Manage bank deposits.
• Develop and manage the cancellation policy.
• Develop and issue invoices.
• Develop and provide registration receipts.
• Provide regular enrollment reports.
• Produce confirmation notices.
• Track registration for specific break-out groups.
• Produce individualized break-out roster for session moderator.
• Design and produce name badges.
• Provide on-site event registration services.
• Manage the development and assembling of event registration packet.
• Collect local area information and prepare for on-site distribution.
• Provide knowledgeable on-site staff.

Website, Graphics & Print Management

• Negotiate and arrange for graphic designer and publication/print expert.
• Serve as liaison between planning committee and graphic designer.
• Advise program committee on content and design of publications.
• Coordinate and compose text to be included in marketing pieces.
• Manage the printing of marketing pieces.
• Create and manage event website.
• Manage the development of all signage.
• Coordinate mailing lists and prepare for mail house servicing.

Design & Decor Development

Sponsor & Exhibit Management

• Develop invitational packet.
• Recommend benefit packages.
• Assist in soliciting participation.
• Serve as liaison between exhibitors/sponsors and event officials.
• Serve as liaison between exhibitors and facility.
• Create a computerized registration database for all pledges.
• Track pledged information.
• Collect registration information and payment.
• Monitor payment status.
• Manage logistical communication for exhibitors and sponsors.
• Negotiate and manage decorator services.
• Coordinate exhibit layout with facility.
• Provide payment receipts.
• Recommend exhibit viewing times.
• Develop appropriate text for all collateral pieces.
• Design and produce name badges.
• Manage the development of all recognition signage.
• Provide on-site staff to troubleshoot during the event.
• Develop and mail thank you correspondence.

Guest Program

• Develop and arrange tours and guest programs.
• Negotiate contract with destination management company.
• Develop and manage registration information.
• Manage costs.
• Collect fees.
• Coordinate and manage tour guides.
• Compile and distribute area information.