Pre-Conference

• Secure conference facilities and negotiate contracts in the best interest of the conference committee and attendees.
• Prepare preliminary budget as well as final budget for distribution.
  • Maintain a financial history of the conference as well as the Assocation.
  • Hire a graphic artist and printer to prepare publications, registration forms, and signage throughout the bid process.
• Maintain files for membership.
  • Print labels from existing membership lists for quarterly newsletters and other publications.
• Plus entertainment and social events for conference attendees.
• Liaison to hotel and catering management.
  • Arrange for initial walk-thru of the hotel with the commitee before the registration materials are prepared and distributed.
  • Arrange for pre-conference meeting at the hotel during the week prior to the conference. Prepare function sheets and review Banquet Event Orders.
• Send letters of confirmation to speakers chosen for the conference.
  • Arrange travel for speakers and purchase airline tickets.
  • Arrange for speakers to be paid their honorarium and travel expenses at the conference.
  • Correspond with speakers and arrange for AV needs, and notify them of session numbers so they can prepare their handouts.
• Prepare name badges, meal, and session tickets for distribution at the event.
• Arrange with Chair for session moderators and correspond with them about their duties i.e. introducing the speaker and passing out evaluations.
• Maintain speaker and VIP block with hotel.
  • Receive weekly hotel block report and monitor it in the event the an overflow hotel is needed.
• Solicitation of advertising to offset the printing of the conference registration form/booklet.
• Solicit exhibitors and sponsors to secure operating revenue for the conference.
• Register attendees on a secured on-line site.
• Obtain bids for audio-visual and taping one-site needs.
• Obtain security for the exhibitor and registration area of the conference.
• Secure and coordinate on-site door monitors for sessions and meals.
• Obtain bids for bags, neck wallets or give-a-ways designated by the Chair.
• Attend planning meetings via conference call or in person.

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Conference

On-site management of conference including daily monitoring of the master bill and expenses.

Post-Conference

Archive files for five years for all of the above conferences and activities.