Conference & Event Planning

Meeting planning is an Arden Solutions specialty. We are exceptional live event meeting professionals providing services from conception to venue negotiation, to onsite management, to follow-up.

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For many associations and non-profit organizations, conferences, tradeshows, and other events represent a substantial percent of their income and are the main industry event of the year. These events need to deliver and share knowledge, facilitate networking, conduct business, acknowledge volunteers and VIPs, and allow the association to close the event in the black. The planning and logistics necessary for events to be successful and flow smoothly for all stakeholders is almost endless.

Conference Planning

Pre-Planning

Learn stakeholder expectations and scope. Define event goals, purpose, and agenda timing. Determine justifiable registration fees. Outline work packages and assign with project management software. Attend board & committee meetings. Identify and obtain desired CEUs. Collaborate with marketing.

Site Selection

Vet cities and draft short list. Present short list and gain approval on selected location. Draft RFP with specifications for sites. Circulate RFP. Collect responses and decide. Review potential sites within selected cities. Review and aggressively negotiate contracts.

Planning

Review needed meeting rooms, exhibit halls, reception rooms, and reserve with the hotel. Estimate required amount of food & beverage and audio visual and place orders. Determine other needed equipment such as frames for scientific posters and order. Determine if off-site locations are needed for golf outings, dinners, or similar, find suitable venues and negotiate contracts. Order necessary award plaques for receptions or recognition events. Set up online registration including database, accounting codes, and confirmation communications for all attendees.

Exhibitor & Sponsors

Work with leadership to identify sponsors and exhibitors. Open applications for sponsors and exhibitors. Develop prospectus, agreement, and circulate. Contract with decorator, poster provider, and any other vendors needed for exhibit hall. Ensure exhibitor / sponsor recognition as stated in the agreement. Follow up with exhibitor/sponsor evaluation. Sign them up for the next event.

Speakers

Issue call for proposals for speakers. Follow up speakers with formal invitation, contracting, and management. Collect information from speakers for marketing, agenda, PowerPoints, and handouts. Manage conference proceedings. Source and distribute speaker gifts.

On-Site

Develop marketing plan and timeline. Develop marketing materials. Distribute / post marketing materials: website, email, partner messages, listservs, social media, print, and other. Make sure that they are correctly placed and adjust as necessary. Source promotional products such as bags, cups, pens, and order. Design, review, and print agendas, signage, and name badges. Order any needed ribbons for badges. Set up agenda app with schedule and keep continually updated to and throughout the event.

Post

Review, approve, and pay invoices. Receive, summarize, analyze, and distribute evaluation surveys. Ensure all registration fees are paid, check that all attendees are documented in the database, create and present a detailed final report of income, expenses, registration, evaluation, and suggestions for future.