Conference Check List

Conference Check List

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
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