Conference Services & Fees

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 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

• 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 roster of attendees and exhibitors/sponsors