Conference Management

• Manage and design custom conference websites   
• Venue research and site selection   
• Handle all logistics and technical needs
• Plan and coordinate banquets, receptions, and other social events
• Arrange Hotels and University housing room blocks
• Sponsor and exhibitor coordination

View Our Brochure 

Custom Website

• Develop custom conference website and registration site
• Content and agenda updated instantly
• Mobile Friendly
• Deliver targeted and personalized communications to your audience

Abstract Submission Site

• Manage submission process for proposals
• Communicate with speakers and reviewers regarding submissions, including acknowledgement letters and program presentation information and assignments
• Design schedule
• Coordinate and manage online review process for submission selection
• Coordinate abstract book layout and printing

Event App

• Keep participants informed and involved through a mobile attendee app
• Send news and alerts
• Connect with other participants
• Provide key event information
• Speaker presentations

Management

• Professional staff
• Develop event timeline and budget
• Daily management of all on-site meeting logistics
• Create and manage conference-specific email address for participant correspondence
• Arrange lodging
• Plan social events, side trips, and fun activities
• Take care of all logistical and technical needs

 
More on Specialized Services 

• University and University Systems
• Professional Associations
• Government Agencies
• Community Partners
• Groups from 25 to 1,500 or more
• Regional, National, and International Participants

• Develop custom conference registration site
• Manage registration database
• Process registration payments
• Provide participants with invoices and receipts

Includes Standard Services plus:

Registration

• Administer visa letter creation and delivery
• Create custom participant reports

Logistical Assistance

• Coordinate room set-up and provide custom room diagrams
• Coordinate audio-visual equipment and technical support
• Reserve meeting rooms for receptions, banquets, poster sessions, and other events
• Develop menus with catering staff
• Act as a liaison between conference officials and meeting facility personnel

Financials

• Manage financial operations of the conference
• Assist in setting registration fees and policies
• Prepare final revenue and expense reports
• Review and confirm accuracy of meeting facility invoice following event

Includes Standard and Professional Services, plus:

Registration

• Provide on-site management throughout the conference
• Personalized Event App

Logistical Assistance

• Unlimited planning meetings and correspondence between Conference Team and Conference Organizer(s)
• Develop event timeline with deadlines
• Coordinate transportation including airport shuttles, special event shuttles, and participant parking
• Create and manage conference-specific email address for participant correspondence
• Design conference signage in building and in individual meeting rooms

Financials

• Prepare and manage a comprehensive conference budget
• Establish and maintain a conference account for depositing and disbursing funds
• Monitor income and expenses and provide detailed financial reports
• Create contracts and process payments for direct conference expenses
• Manage exhibitor and sponsorship contracts and payment
• Process honoraria and travel reimbursement for designated speakers or officials

Website Development

• Manage and design a custom conference website*
• Content managed and updated directly by Conference Management staff

Abstracts

• Custom online abstract submission site*
• Manage submission process for collecting and reviewing proposals
• Communicate with speakers and reviewers regarding acknowledgement letters, program presentation information, and assignments
• Work closely with conference organizer to design schedule
• Coordinate and manage online review process
• Coordinate abstract book layout and printing*

Lodging

• Research meeting, hotel, and event facilities and request proposals
• Contract room blocks with area hotels and University housing with discounted rates
• Coordinate special room assignments for organizers
• Reconcile all lodging bills and coordinate direct payment

Social Event Coordination

• Plan and coordinate banquets, receptions, special tours, and other social events
• Research cost and request competitive bids
• Determine food and beverage requirements; negotiate menus and prices
• Participants are Union Members through event and enjoy member benefits