Collecting and managing all the speaker information necessary to produce a conference requires good customer service, accuracy, and excellent organizational skills. We utilize powerful, customized software to manage the data. This service supports receiving, logging and disbursing incoming information from speaker abstracts & submissions, generating presenter confirmation letters, and other related conference data. We have an extensive author kit to support both the individual speakers and all related publications. Our high tech tools provide accuracy, good communication and flexible reporting. We provide excellent support and communication to the speakers.

In conjunction with state-of-the-art providers, we coordinate all your needs with the latest technology in equipment, single and multi image, computer generated and photo presentations, and spectacular multimedia productions.

Our team will work collaboratively with you to develop and manage a realistic conference budget that meets your organizational and revenue targets. Using our specialized tools, we are able to provide detailed expenses for all areas related to your conference. As part of the budget development process, we will offer our tools to provide on-going management of expenses and to create a detailed history of expenditures for future conferences. We also understand the importance of maintaining a favored credit rating with all vendors. For this reason, we will work at every turn to keep hotel, vendor, and direct costs as low as possible without compromising quality or image.

Divert the large volume of incoming calls about the Conference from your office. We will establish a published phone number, e-mail address and/or web site for your Conference "Headquarters". Save your staff countless hours from distractions during peak conference time. We provide attendees, speakers, exhibitors, suppliers, and the client's staff with a single contact point for information about the conference. We provide immediate dissemination of conference promotional and other materials and assist in assembling, maintaining and updating client mailing lists. We maintain the highest level of customer service and that “personal touch”.

Our hotel-experienced staff, now working on the "other side of the desk" is well trained to negotiate the best convention center, hotel and vendor contracts for our clients. Our high volume of meetings gives us volume clout that many clients do not have on their own. We implement our own hotel and vendor contract formats to provide our clients with the best value, service, and liability protection.

Hotel Commissions Rebate

For clients launching a new event or re-engineering an existing event, we join the design team as an active partner. Getting the best answers requires asking the right questions. We offer our extensive experience, open perspective, and strategic planning tools to contribute to the 'building' of a new event. We help you construct a strong framework, concrete goals, clear milestones, an identified budget, and specific roles and responsibilities, all keys to achieving success.

We coordinate all exhibitor registration, exhibitors' requirements, payment collection and booth placement. We coordinate bid solicitation and management for all equipment, setup and decor. We offer realptime online exhibit floor plans with instant purchase. Our management staff gives registered and potential exhibitors personal attention and service. We develop ongoing relationships that keep the show growing from year to year. We offer real-time, online exhibit floor plans with instant purchase.

We manage all food functions on-site and off-site. Our staff is sensitive to the management of budgets. Creative theme menus, from simple fare to production of extravagant and first-class dining experiences, are available. We have the experience and creativity to redesign and revitalize standard banquet menus and get you the best value.

We provide consultation, recommendation and access to excellent pricing to an expansive variety of options from simple to elegant and from professional to personal. We have an extensive network of vendors who can provide "Green" giveaways that limit our impact on the environment.

Our professionals are current and trained on the latest issues in the industry. We offer expertise in the areas of attrition, hotel and convention center contracts, housing block piracy & protection, competing with internet travel sites, liability insurance, special needs issues, service and facility compliance.

We use highly specialized electronic, project management software to manage every detail. These software tools support accurate logistics management, budget control and excellent communication of such key items as meeting room inventory, room set ups, presenters, technology, timeline, sleeping room reservations, and menus. These are integrated with team member action items and assigned completion dates.

We have state of the art, online, secure registration. Online registration capability can be set up as a link from your home page or from a separate, dedicated web site. We also offer traditional registration via postal mail and fax. Payment processing can be done using your credit card merchant accounts or they can be processed through our merchant account. Accurate data, timely confirmations, valuable reporting and excellent customer service are all part of our services.

We provide strong leadership at the conference site. We have experienced staff for all of your on-site staffing needs both nationally and internationally. We have over 300 meeting planning staff and independent travel directors located nationwide. Over 25% of our staff is multilingual. Our staff's goal is to ensure a smooth operating program from beginning to end. We take pride in our staff's excellent leadership skills, trouble shooting and problem solving abilities and exceptional organizational skills.

We have wide range of experience with conference-related publications. We provide the highest level of print design and production. Our staff provides the services needed to manage the entire publication process including text compilation, layout, proofing, production and mailing. Publication design and information are coordinated with the web site to provide a consistent, professional look. Our experience encompasses all types of conference products including brochures, announcements, programs, training manuals, abstracts and proceedings. We have the tools and technology to create products in hard and soft copy.

We write customized Requests for Proposals (RFPs) based on your specific needs to research and identify the best locations and properties. We utilize our extensive meeting site database, we leverage our high volume of meetings and strong hospitality relationships. We evaluate accommodations, meeting space, special attractions, accessibility to public transportation, local subcontractors, general logistics and overall image/value considerations. We negotiate and execute fair contracts with excellent client financial “packages”. Opportunities exist for your organization to receive hotel commission rebates to offset our management fees for very significant savings.

Hotel Commissions Rebate

Savvy convention organizers who want to connect people beyond time and physical space are looking to social networking tools to build communities and forge relationships. With advance planning, these easy – and often free! – tools can be used in advance of your event to generate excitement and connect people who are spread far apart geographically. After the conference, these same techniques can be used to prolong the educational and networking experience.

We work with our clients to create customized groups on sites such as Facebook and LinkedIN, Twitter streams, and blogs. We are also working with companies who are pioneering new technologies such as SWIFT, to connect attendees onsite though the use of their mobile devices.

We can assist you in creating a comprehensive, multi-level task management plan that identifies major milestones and determines planning timetables for all deliverables. Once this task management plan has been finalized, we take the lead to manage deadlines and deliverables. We keep the entire team on track, so you can focus on the things that really matter to your organization.

Through the years, our team has worked with a wide variety of vendors across different industries. We are proud of our strong relationships, built from years of industry experience, ethical business practices, and our large volume of business. We pride ourselves on forming lasting partnerships through professional and courteous interactions. We will leverage these relationships fro you, working collaboratively with partners throughout the industry to deliver outstanding results, all while meeting your budget needs.