Budget Planning & Management

The budget planning and management service can include: 

• Hosting a meeting to discuss budgetary criteria 
• Designing an initial budget 
• Tracking expenses 
• Providing bi-weekly reports 

The venue selection, contract negotiation and management service can include:

• Researching potential venues 
• Creating and distributing an RFP to potential venues 
• Collecting and analyzing received proposals 
• Negotiating the venue agreement 
• Managing venue specifications for set-up, audio visual, food and beverage and housing

The 3rd party vendor selection and management service can include:

• Researching potential vendors 
• Creating and distributing an RFP to potential vendors
• Collecting and analyzing received proposals 
• Negotiating vendor agreement(s) 
• Managing vendor deliverable(s)  

The agenda/education management service can include:

• Drafting an agenda skeleton 
• Organizing and executing a call for speakers 
• Aiding in speaker selection 
• Collecting speaker details 
• Hosting planning calls to discuss content, format and logistics with speakers 
• Creating a PowerPoint template and aiding speakers in creating their presentations  

The sponsorship deliverables management service can include:

• Designing a sponsorship prospectus 
• Designing and distributing a sponsorship guide 
• Collecting sponsor details 
• Executing on sponsorship deliverables  

The graphic design and printing management service can include:

• Determining needed graphics 
• Designing graphics, as needed 
• Coordinating with printer to have all items printed to necessary specifications   

The marketing service can include:

• Designing a marketing campaign to include email, social media and website
• Coordinating email sends using an automation system 
• Designing graphics for posting on social media channels 
• Aiding in designing an event website 
• Updating website content and graphics 

The registration service can include:

• Coordinating with a full-service registration company or online self-service registration system  
• Customer service for attendee issues 
• List management  

The philanthropy service can include:

• Researching potential non-profit organizations 
• Coordinating donation details 
• Collecting information  

The onsite execution service can include:

• Managing execution of venue specifications and sponsorship and vendor deliverables 
• Troubleshooting travel and registration issues 
• Managing flow of established agenda 
• Placing onsite graphics 
• Managing onsite registration 
• Implementing general event set-up and tear-down  

The post-event wrap-up service can include:

• Performing a post-event audit of the budget 
• Creating, distributing, collecting and analyzing a post-event survey 
• Creating and distributing a gallery and/or thank you email 
• Hosting a meeting to review the pros and cons of the event management phases for future reference