Pre-Event Management

• Undertake site visits and assess venue facilities and services
• Arrange and confirm details for meeting room and banquet room sets, including A/V equipment
• Monitor attendee arrivals, departures and manage flow of attendance of all functions
• Coordinate distribution of shipped materials to the appropriate locations
• Coordinate setup of conference office and registration/hospitality desk

On-site Management

• Assign appropriate number of staff to support onsite fulfillment requirements
• Manage onsite logistics and operational aspects to ensure first class event
• Creation and distribution of welcome letters at hotel check-in
• Distribution of conference documentation
• Organize and manage VIPs
• Meeting room management including room sets, A/V, food and beverage, etc.

Food and Beverage Management

• Create detailed event specifications and send to hotel
• Confirm and coordinate all food and beverage with hotel contact
• Review banquet event orders
• On event days, oversee room set-up and décor and monitor all food and beverage functions

Supplier and Equipment Management

• Research and negotiate pricing for all necessary vendors
• Manage creation of event designs and visuals
• Establish and manage a production lead-time schedule
• Produce signage and graphics
• Manage travel and transportation
• Coordinate all telephone, computer, and equipment requirements
• Schedule pre-conference meeting with hotel and selected vendors

Post Event Management

• Conduct post-conference meeting with client and hotel
• Reconcile final supplier invoices