Conference Services

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Research costs and prepare a comprehensive conference budget
Establish an operating account for depositing and disbursing funds
Manage financial operations of the conference in collaboration with client financial team
Process payments for direct conference expenses
Process honoraria and travel reimbursement for designated speakers or officials
Monitor the program budget and provide an accurate accounting of program finances

Advise on designing and implementing marketing strategies
Coordinate with client to identify appropriate mailing lists for distributing promotional materials
Arrange for design, printing and mailing of save the dates, brochures and other promotional materials
Maintain staff to respond to written, phoned and e-mailed requests for conference information

Collect and prepare materials to be included in an event program booklet or participant packet
Coordinate design and production of event materials (posters, t-shirts, etc.)
Reproduce speaker handouts or include in event program booklet
Assemble registration packets
Prepare signage for sessions and registration desk
Develop evaluation tools

Design a secure conference registration form
Provide customer support for registration questions
Maintain a customized registration database
Customize acknowledgement for each registration with a confirmation and receipt for payment
Provide regular participant registration updates to the client
Prepare final registration roster
Coordinate on-site registration

Research requirements for each CE agency and obtain application or online submission guidelines
Coordinate application submission to the appropriate agencies to obtain approval for CE credits
Create & distribute CE certificates
Ensure approval of evaluation tool by appropriate entities
Prepare and distribute final reporting packets to CE agencies as required
Submit an application for Social Work CE's

Contact presenters and invited speakers and outline expectations, responsibilities and fee arrangements
Coordinate travel arrangements
Confirm audio visual needs and requirements
Collect speaker biographical information and titles of talks
Obtain all necessary handouts, presentations, etc. for reproduction or for inclusion in a program booklet

Schedule meeting rooms and specify meeting room setups, including A/V needs and requirements
Coordinate catering arrangements
Schedule rooms for receptions, banquets, or other catered activities, select menus; manage event details
Prepare detailed conference schedule and confirm all logistical arrangements with facility

Determine room block requirements for group
Research hotels and lodging options
Negotiate hotel contracts to include reduced group guest room rate, complimentary rooms and upgrades
Arrange ground transportation and shuttle service as necessary
Provide staff to manage on-site registration and information services throughout the conference
Prepare and distribute name badges and registration packets at conference
Manage all on-site meeting logistics with facility staff, including room set-up, room temperatures, and audiovisual

Collect and compile detailed statistics for conference categories including registration and attendance, paper submissions, catering guarantees and actuals, hotel room usage, speaker and poster sessions
Prepare a final conference summary
Submit final reports as required
Prepare any packets required by CE agencies - evaluation results, speaker handouts, sign-in sheets, etc.
Print and mail CE certificates as necessary
Coordinate and distribute thank you letters to speakers, panelists, facilitators, and hotel staff
Process invoices and travel reimbursement payments

Participate on planning teams and provide advice on building agendas, incorporating themes, recruiting dynamic speakers and trainers, creative brainstorming to make each event unique, etc.
Record notes during planning meetings
Coordinate videography of event
Coordinate and host webinars with teleconferences
Poster Session management
Administer Call for Papers/Abstracts submission process

Pricing

Price: Contact

Pricing varies based on requested services.

Contact

Lindsay Price

Conference and Events Manager

717-232-6400