Convention & Meeting Planning Services

Accept all conference registrations.

Enter all registrants into customized database.

Record all monies received with registrations prior to delivering them to the conference.

Provide a complete list of registration totals up to once a week.

Accept phone traffic associated with registrations.

Provide staff for your registration desk at the conference.          

Produce and mail confirmation letters to registrants.

Provide a complete registrant list on disk and hard copy at the conclusion of conference.

Mail two sets of invoices, one month apart from each other, for outstanding balances at the conclusion of the conference.

Telephone attendees with outstanding balances one month after the second invoice has been sent requesting payment.

Coordinate the designing, printing and distribution of exhibitor solicitation packet.

Enter all exhibitors into customized database.

Produce and mail confirmation letters to exhibitors.

Record all monies received with exhibitor registrations prior to turning them over to the conference.

Provide a complete list of exhibitor totals up to once a week.

Make solicitation phone calls to as many as potential exhibitors.

Accept phone traffic associated with exhibits.

Coordinate equipment rental including but not limited to pipe and draping.         

Provide a complete exhibitor list with contact information on disk and hard copy at the conclusion of conference.

Create, distribute and tally one page vendor evaluation forms to be distributed on the last day of the show.

Coordinate production and mailing of exhibitor thank you letters.

Act as liaison between speakers and conference.

Produce and coordinate mailing speaker information letter.

Enter all speakers into customized database.

Determine speaker presentation needs and disseminate information appropriately.

Coordinate speaker travel arrangements as necessary.

Create, distribute (to speaker for distribution to class) and tally one page workshop evaluation form.

Speaker list provided on disk and hard copy at the conclusion of conference.

Coordinate production and mailing of speaker “thank you” letters.

Order supplies including name badge holders, ribbons, tickets and office supplies.

Stuff name badges, event tickets and attach ribbons to name badge holders.

Construct attendee packets (including folders, bags, etc.).

Produce event sheets with complete meeting room descriptions appropriate for facility.

Act as liaison between facility and conference to produce meeting and food and beverage events.

Coordinate audio/visual equipment usage with subcontractor.

Provide on-site management at event to assure it occurs as outlined in the event sheets.

Coordinate the designing, printing and distribution of call for papers, registration form, program, teaser postcard and reminder postcard.

Develop conference timeline.

Review timeline regularly with conference committee to assure tasks are accomplished.

Work with your organization to determine committees and committee responsibilities.

Attend planning meetings.

Facilitate planning meetings.

Develop a realistic budget.

Keep track of all expenses and income associated with the conference.

Establish a conference banking account.

Act as a liaison between hotels and conference.

Design housing form appropriate for distribution to conference attendees.

Enter all registrants into customized database.

Provide a complete list of housing totals up to once a week.

Accept phone traffic associated with housing.

Arrange transportation and meals.

Distribute RFPs for required services.

Act as liaison between vendors and conference.

Provide an on-site manager to assure smooth send-off on the day of the event(s).

Secure necessary insurance certificates from transportation providers.

Provide internet conference registration

Coordinate Awards

Produce conference signage