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
