Strategic Conference Management Elements
Adult Education Methods and Practice
Budgeting
- Budget to minimize risk
- Budget to predict a registration
fee
- Budget to understand your meeting
Calls
for Abstracts, Posters, or Presentation Proposals
- Effective, timely call-for
solicitation and reviewing plan
- Receive and organize submissions
for review
- Notify submitters of receipt and
subsequent acceptance, rejection, or change requests, and maintain
communications
- Organize resulting workshops or
poster sessions
Continuing
Education Credits
- Apply for CEUs
- Maintain rosters of participants
and issue certificates as appropriate
Contingency Planning
÷ Backup Plan
÷ Business Continuity
Delegate / Participant Books
- Collect materials and organize
- Print and/or make available
electronically
Evaluation
Design and Processing
Exhibits
/ Trade Shows
- Determine exhibit potential
- Design, and distribute exhibitor
prospectus
- Organize exhibits effectively into
program agenda
- Manage exhibit income and expenses
- Manage logistics of the exhibit
hall including decorator, assignment of space, move-in/move-out, and
shipping
Financial Management
- Deposit income to your bank
account or ours
- Easy-to-understand financial
reports
- Strict adherence to budget
Grant Research, Writing, Management, and Reporting
Logistics
- A to Z, including but not limited
to
- food service
- AV and equipment needs
- room set ups
- transportation
- registration
- Interface with venue staff on all
logistical issues
- On-site management
- Offsite and Special Events Management
Marketing
and Promotion
- Assist program sponsor in
understanding the potential market to design a successful marketing plan
- Research and obtain mailing lists
- Design, produce, print, and distribute
professionally designed marketing pieces
- Develop advertisements
- Publish materials to the web
- Accept inquiries and maintain
mailing lists
Registration
- Registration services on the web,
by phone, FAX and mail
- Deposit to your account or ours
- Confirm and provide receipts to
all registrants/exhibitors
- Provide participant rosters at
regular intervals or on the web
- Timely financial reporting
- Nametag and participant materials
handling for registration purposes
- On-site registration management
Site
Selection and Vendor Negotiations, Contracting, and Management
- Request quotes, provide summary to
program sponsor, negotiate to benefit the program, obtain and process
agreements and contracts
Speaker
Management
- Formally confirm speakers in
writing following verbal invitation by program chair or committee member
- Collect materials from speakers
- Maintain speaker communications
- Manage speaker travel and
reimbursements
- Edit speaker submissions for
publication/marketing
Strategic Meetings Management
Research and Data (what do you need to know to make the best
decisions)
Return on Investment
Return on Objectives
Overall strategic meetings management
Corporate Social Responsibility
Tote-bags,
Promotional Products, Speaker Gifts, etc.
- Research suppliers and obtain
proposals for service
- Work with designer for logos and
other art work
- Order and track delivery
