Meeting Logistics & Negotiations
- Site Selection
- Hotel Negotiations
- Guest Room Blocks
- Meeting Space
- Food and Beverage
- Other Special Services as required
Audio Visual Operations
- Coordination of Speaker Presentations
- Scheduling, Ordering, and On-Site Operation
of A/V Equipment
Printing and Graphics
- Design and Production of Printed Material
* Brochures
* Agendas
* Proceedings
* Abstract Books
* Registration Cards
* Conference Letterhead
* Signage
- Custom designed logo
- Customized Materials such as name badges,
certificates, T-shirts, etc
Promotion and Publicity
- Preparation and Dissemination of
Announcements
- Development of an Exclusive Conference
Website
Abstract Submission Management
- Online Abstract Submission
- Up-to-date Reports on Submission Statuses
- Tracking of Oral and Poster Presenter
Information
- Session Organization
Registration Processing & Management
- Convenient and Secure online registration
- Issue Registration Receipt and Confirmation
- Database of Registrants
- Name Tags
- Registration Packets
- Tracking of field trip, special needs, meal
requirements, etc |
Budgeting
- Accurate budgeting of income & expenses
- Full budget report at conclusion of conference
Accounting Services
- In-House accounting
- Detailed revenue and expense tracking
- Budget reconciliation
- Cooperative Agreement and sponsorship
collection
Go Green
- Green hotel and meeting space selection
- Green vendor selection
- Eco-friendly materials
- Promotion of green practices during event
Travel & Transportation
- Speaker travel arrangements
- Field Trips
- Charter Buses
- Airline and Hotel Reservations
- Rental Cars
- Reimbursement information
- Other Services as Needed
Record Maintenance
- detailed record keeping for repeat
conferences
On-Site Conference Coordination
- On-Site Coordinator to manage conference
details
- On-site registration
- On-site AV support |
