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Planning
Work with the planning committee to
complete arrangements in these areas:
- Establish timelines and deadlines for
the Meeting
- Confirm speakers and agenda with
Planning Committee
- Discuss anticipated costs to set budget
and registration fees
- Monitor and report on costs
periodically
Speakers
- Contact and work with speakers
regarding credentials, titles of presentation, audiovisual requests,
presentation summary, request for abstracts for Program Syllabus, travel,
and hotel arrangements
Hotel
- Provide site inspection
- Work with hotel regarding accessibility
for people with disabilities, negotiate contract with hotel, define
meeting room setup, provide for audiovisual needs, banquet selections,
menu choices, special needs, and other services as requirements dictate
Pre-Meeting Services
- Registration
- Work with staff person and graphics
designer on the Registration Brochure including proper credentialing,
titles, session descriptions, etc.
- Create on line registration form and
link from customer website
- Online registration form can be posted
and implemented as soon as registration information is complete
- Registration form will also appear in
Registration Brochure and data entry will be provided for those persons
- Receive registrations in database,
prepare nametags, confirm registrations, prepare participant list, and get
necessary meeting information such as accessibility issues, headcount for
meals and arrange for any special meals needed
- Inform participants about accessibility
issues and solutions
- Communicate with participants as
necessary
City Information
- Contact the local Convention and
Visitors Association to furnish area information for participants on
events, restaurants, and transportation availability
Program
Syllabus
- Work with staff, speakers, and graphics
designer to produce this syllabus to include the program agenda as well as
abstracts from speakers and any meeting handouts
- Ship or deliver materials to the
meeting
Certification
- The possibility of securing continuing
education credits will be investigated.
The Meeting
- Provide and direct signage for sessions
- Work with staff, volunteers, and hotels
including audiovisual needs, breaks, and meals
- Manage on site registration
Post Meeting
- Review of all bills
- Post conference meeting with hotel, if
desired
Contract Terms
- An estimate of hours will be discussed
and an estimated range of total charges will be given. Invoices will be
submitted for payment monthly. If it is necessary to cancel the meeting,
the only cost to will be for work performed and expenses obligated to that
point; there is no cancellation fee.
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