• Research site selection & venue
• Confirm venue availability and function space
• Negotiate room rates with Hotels
• Assist with program mapping and layout
• Execute Letter of Understanding
• Identify Conference Center Services & related fees
• Prepare guesstimate conference budget
• Write site and travel narratives
• Publicity (hard-copy publications, digital emails, blogs, media releases, social media, etc.)
• Design conference flyers
• Design registration form
• Assist with visa information
• Prepare mailing lists
• Develop pre/post conference tours
• Research speakers/facilitators
• Identify keynote speakers and resources
• Develop call for proposals and online submission

Logistical Coordination

• Confirm all room/function reservations
• Design function room layouts
• Order all external and site equipment
• Coordinate audio visual needs and technical support
• Negotiate airline discounts
• Coordinate airport shuttle
• Coordinate all ground transportation services (i.e. airport shuttles, special events and field trips)
• Negotiate hotel and alternative housing rates
• Execute contracts with hotels and other accommodations
• Facilitate special arrangements for speakers & dignitaries
• Organize Opening Reception and Closing Banquet
• Coordinate all food services
• Arrange entertainment and decorations

• Fiscal Support & Management
• Budget preparation & analysis
• Maintain program records
• Establish conference account
• Execute purchase orders
• Establish new vendors as required
• Process invoices
• Establish registration procedures (cancellation fees)
• Process registration payments and refunds
• Send confirmations letters
• Provide on-going and final fiscal reports
• Tabulate evaluations

Program Management & Support

• Website Management (we can host, design, and manage your online presence)
• Maintain registration files
• Prepare conference registration roster
• Coordinate pre/post conference sessions and registration
• Prepare welcome packets
• Design special event tickets
• Coordinate on-site staffing and clerical support services
• Determine publishing needs (program/proceedings)
• Design evaluation tools

Speaker Preparation

• Identify speaker cost and arrangements
• Execute speaker contracts
• Facilitate speaker honoraria
• Coordinate protocol
• Arrange speaker transportation
• Prepare speaker packets
• Identify and coordinate AV and technical needs
• Send speaker confirmations and thank-you notes
• Evaluations & Surveys (both hardcopy and digital)