Services

Meeting, Conference and Trade Show Management

• Maintain close relationships with association volunteers in order to assist in meeting the program’s objectives and goals.
• Participate in planning meetings.
• Organize and supervise all logistical details.
• Develop and monitor budgets and timelines.
• Research sites and conduct site inspections.
• Negotiate, arrange and serve as liaison for all venue functions, i.e., food and beverage, audio-visual, room sets, room blocks, housing and off-site activities.
• Attend to speaker arrangements, including audio-visual requirements, handouts, and travel.
• Maintain relationships with key vendors.
• Assist with themes and logo ideas and design.
• Develop, produce and distribute meeting promotional materials, exhibitor prospectus, sponsorship information, registration brochures, agendas, scripts, and on-site materials.
• Process registrations, prepare name badges, confirmation letters, registration lists, reports and certificates of attendance using in-house system and/or online registration system.
• On-site staff support.
• Arrange for recreational/sporting activities, including full management of golf tournaments.
• Arrange for awards and special recognition activities.
• Coordinate fundraisers, silent auctions, live auctions and raffle drawings.
• Assist with sponsorship programs.
• Manage all facets of trade shows, including exhibitor solicitation, registration, and maintaining relationships with drayage companies and other outside vendors.
• Develop post-event online surveys/evaluations.
• Handle all post meeting tasks including attendance reports, invoicing, final budget analysis, evaluations, hotel details, thank you letters, surveys, etc.
• Prepare promotional and summary articles for association publications.