Conference Services & Fees

Conference & Event Services provides comprehensive event planning and management services customized to meet your unique needs.

Have an idea of what services you need for your conference? Check out the list below and then submit the following form with the services your event requires and we will contact you to discuss specifics and provide you with a coordination fee proposal based on the services you need.

Timeline & Meeting Coordination

  • Participate in the planning meetings
  • Establish meeting agenda and record minutes
  • Develop planning timeline

Budget Development & Financial Services

  • Assist committee with budget development
  • Serve as a fiscal agent for conference and manage total income and expenses with accurate accounting
  • Generate final financial reports
  • Transfer profit to client's account or send final invoice to client for payment of outstanding expenses

Presenter Arrangements

  • Contract with confirmed presenters in regards to speaker fees, travel, audio-visual needs, etc.
  • Compile requested presenter vitae, session description, introduction information and photograph
  • Make lodging arrangements
  • Submit required documentation to accrediting agencies to process continuing education credits for all participants

Continuing Education Credits & Contact Hours

  • Work with accrediting agencies to offer continuing education credits
  • Develop CEU tracking forms and continuing education certificates
  • If applicable, report list of attendees obtaining credit, after the event

Facility, Audio-Visual & Webinar Equipment & Food Arrangements

  • Negotiate contracts with facilities for meeting rooms, exhibitor space, food and lodging accommodations
  • Supply, set up, and troubleshoot standard audio-visual equipment

Marketing, Website & Printing Services

  • Coordinate and/or assist committee with the copy writing, design, and printing of conference and event materials (including postcards, posters, brochures, participant and exhibitor handouts, banners, signs, evaluations, and other onsite materials)
  • Recognize exhibitors through signage and participant materials
  • Compile mail/email lists of potential exhibitors & participants from committee members or other sources
  • Develop a website listing event details, a secured online registration form, and secured presenter handouts tab
  • Create and coordinate digital marketing efforts (email blasts, Facebook/Twitter/LinkedIn advertising)

Other Services as Requested

  • Process all participant and exhibitor registrations received through mail, phone and online
  • Process cancellations and refunds
  • Mail or e-mail registration receipts and special instructions to participants
  • Prepare roster of registered participants and exhibitors
  • Answer conference or event -related inquires

On-Site Registration & Management

  • Set up and staff the registration desk during specified hours
  • Check in pre-registered participants, exhibitors and presenters
  • Process "walk-on" registrations including fee collection, receipts and nametags
  • Distribute conference materials including nametags, program books, presenter handouts, supplies, certificates and area information
  • Answer and assist in general conference related questions
  • Furnish basic office supplies
  • Assist with tear down of registration desk, meeting rooms, exhibit hall and signs

Post-Event Analysis & Evaluation

  • Create and send online evaluation to all registered attendees. Once complete, compile evaluation data and submit to committee/client
  • Submit required documentation to accrediting agencies to process continuing education credits for all participants
  • Provide finalized rosterof attendees and exhibitors/sponsors

Fill out the following form with the services your event requires and we will contact you to discuss specifics.

Check the following services you require for your event: