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Conference Management

Overview

The creation of a perfect event requires meticulous planning and flawless execution. Whether your event is virtual, hybrid, or in person, we offer a team working for you with the knowledge, experience, and skills to get the job done successfully. We do the legwork, work out the details, and keep you informed every step of the way. We keep you on schedule so that you do not experience panic deadlines. We develop a comprehensive checklist, and make sure that nothing falls through the cracks! During your event we’re always on the job – checking constantly and resolving issues before they become problems. We make it easy for you to fulfill your role as hosts to speakers and delegates.

Digital & Hybrid Events

We are experienced in meeting the needs of your event type and participants, whether they are physically present or remote. Several members of our team are certified Digital Event Specialists, knowledgeable about the virtual platforms available and ready to help you choose the one best suited to your requirements. Our goal is to provide you with a seamless event experience that unites both the in-person and virtual participants.

Budget / Finance

Budgeting lies at the foundation of every conference or event. We gather all of the facts available, including historical and expected attendance, budgetary limitations of the delegates, reasonable goals for sponsorship, and a comprehensive list of the expenses involved in running a conference. The budget and its updates provided a living document that continues to guide the decisions and options throughout the planning process.

Sponsorship

We design sponsorship packages that have a variety of entitlements and provide excellent opportunities for industry to partner with an association and receive maximum exposure. Once the sponsorship is sold, we ensure that the entitlements promised are executed perfectly.

Promotion / Marketing

There are three distinct elements of promotion that must be communicated for a successful meeting – attendees, sponsors, and exhibitors. We develop a promotional strategy for each element, that captures their attention and generates attendance.

Registration

Tracking the numbers for each event is all part of the customized registration program that is set up for each conference. Financial transactions are scrupulously managed, dietary requirements are forwarded to the caterers. Delegate kits and badges are prepared in advance.

At the event, our professional registrars greet delegates, track payments and participant numbers, and provide information about everything from the location of meeting rooms to the time the buses leave for the banquet! Post conference you are provided with a complete profile of the registrants.

Site Management

Details, details, details … from RFP’s to site selection, plotting out the facilities for maximum use, developing agendas for AV …the list goes on. Every system we use is tailored to meet the needs of your organization. We keep you on schedule so that there are no panic deadlines. Nothing falls through the cracks!

And … we follow through on site or virtually. Our experience means we know how to anticipate issues before they escalate into problems.

Speakers

The educational content of your meeting is probably the most important single element in its success or failure. We ensure that the speakers and the Organizing Committee have a common understanding of the goals for the session, are thoroughly briefed on the details surrounding their presentations, and make every effort to make the presentations go as smoothly as possible.

Abstract Processing

We understand the importance to the conference of tracking abstract submissions. We use an orderly system of record keeping that acknowledges all submitters. Once the list is finalized, we follow through on the process from instructions about their presentation through to publication in the appointed journal.

Tradeshow Management

It is essential that your Exhibit Hall is managed to maximize its business potential. We have the expertise to design a program that helps you draw the attendees to the booths, create an easy flow around the floor, and facilitate the needs of your exhibitors.

Social Events

Our staff works with you to design events that suit the profile of the delegates, reflect the locale and/or the theme of the conference, and create a memorable experience that those who attended will remember and enjoy for years to come.

Overview

Digital & Hybrid Events

Budget / Finance

Sponsorship

Promotion / Marketing

Registration

Site Management

Speakers

Abstract Processing

Tradeshow Management

Social Events

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