Our list of capabilities available may include the following:
- Site selection: issuing RFPs, fielding inquiries, reporting to the boards the options
- Preparing vendor RFPs, receiving proposals and presenting recommendations for approval
- Budget development, and monitoring of expenses vs. budget
- Regular distribution of financial statements to include budget versus actual income and expenses to date
- Development of banquet and event orders including a complete menu selection w/ food and beverage estimates
- All communication with host property(s), CVB and other local support groups or venues
- Development of all marketing material – printed, website, email communications, member notices, apps and social media
- Graphic design and development of all electronic and printed conference materials
- Adherence to “green” distribution with all conference materials
- Digital online portal and information packets for speakers and moderators
- Development and printing of the program and design and production of the on-sight signage
- Conference registration – online and on-site, including questions with registrants
- A central point for information about the conference and events for the staff and committee, members and venue
- Coordinate all conference events, pre and post, on and off site
- Coordinate all meal services including special meal needs
- Sponsorship solicitation and ongoing communication
- Support all sponsor needs and benefits
- Exhibit Hall management support as requested
- Support all exhibitor needs and benefits
- Prepare any travel arrangements needed for staff, keynotes or other speakers or dignitaries
- Manage the Call for Speakers, recommendations and marketing for speakers
- Develop and Manage Speakers Bureau
- Manage all Speaker and Moderator Coordination, Communication
- Immediate response to member/attendee inquiries and requests
- Daily coverage of phone and email communications
- Secondary coverage through rollover of calls and emails to staff Blackberries on nights, weekends and during the conference
- Complete financial accountability and financial reporting
- Leads and attendee database development and management
- Complete conference venue management
- Committee resource development and communications