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CONFERENCE DEVELOPMENT
ˇ Financial Evaluation and Budgeting
ˇ Analyze Attendee/Exhibitor/Sponsorship potential attendance
ˇ Create Agenda
ˇ Program Development
ˇ Exhibit Development
ˇ Assess Attendee Return on Investment (ROI)
ˇ Develop Master Time Table for Implementation of all activities
ˇ Develop Marketing Strategy
ˇ Create all conference print campaign materials
ˇ Develop website and online promotion strategy
ˇ Obtain mail lists for promotion campaign
PRE-CONFERENCE LOGISTICS
ˇ Site selection of hotel/facility to client specifications
ˇ Work with Client on room assignments for all sessions and meal functions
REGISTRATION
ˇ Dedicated conference and 800 phone lines available
ˇ Design conference registration system
ˇ Work with the Client to ensure clear communication regarding the registration process
ˇ Develop appropriate registration/housing information and forms
ˇ Design conference web page and online registration form
ˇ Online registrations downloaded to CMC database
ˇ Collection of up to seven client selected questions on registration form (i.e. demographics, # of children, etc.)
ˇ Customize, maintain & update database
ˇ Handle all registration phone calls
ˇ Mail, phone, fax, email any information requested by attendees
ˇ Accept and process all registration forms via mail, fax or online
ˇ Acknowledgement via fax or mail of
attendee registration through "short confirmation letter" detailing registration events, optional ticketed events purchased and payment. Standard one page with client logo format or multiple page available
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Follow up long confo available (10" x 12" envelope) with same info as above as well as, travel, tour and local information
ˇ Fee processing of checks, credit cards or wire transfers
ˇ Funds deposited in client
account, sent overnight weekly to client for deposit or forms sent directly to client with client forwarding to CMC after removal of payment
ˇ Generate registration and financial reports.
Over fifty different reports available. Custom reports available on an as needed basis
ˇ Order all items related to delegate registration including name badges, name badge holders, ribbons, envelopes, printing,
etc.
ˇ Produce name badges, one-color ink on one-color of paper stock. Optional ink and paper stocks available. Laminated and photo badges available
FINANCIAL DATA
ˇ Update budget as needed
ˇ Reconcile registration fees and payments
ˇ Submit reports of registrations and payments to Client
ˇ Generate invoices and receipts for any company or individual
HOUSING
ˇ Accept hotel registration information
ˇ Manage hotel block and submit reservation bookings and changes to hotel
ˇ Dedicated housing and 800 lines available
ON-SITE REGISTRATION
ˇ Provide CMC Registration Manager and Coordinators
ˇ Provide computer and printer for registration system database access, to handle all onsite registrations, badge reproductions and sign printing
ˇ Provide all necessary pre-registration reports and sign-in reports to
facilitate accurate check-in of attendees
ˇ Work with Client on guarantees for all food and beverage events
ˇ Submit room diagrams to facility
ˇ Coordinate any décor or entertainment for event
FACILITIES
ˇ Act as liaison
for and provide resumes and special instructions to hotels and suppliers outlining schedule of events, room set-ups, meal functions and A/V requirements
ˇ Secure additional space as needed
ˇ Conduct pre-conference meetings with hotel and Client to prepare for the conference
ON-SITE MANAGEMENT
ˇ CMC shall provide a Meeting Manager and Coordinators to oversee all aspects of the conference
POST-CONFERENCE MANAGEMENT
ˇ Conduct post-conference meeting with hotel and Client to review conference
ˇ Enter on-site registrants into database
ˇ Consolidate registration database, eliminate duplicate registrations, etc.
ˇ Provide continuing education unit reports and confirmed attendee list on disk
ˇ Close conference books
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