The following is a comprehensive list of available Conference Coordination Services. Your organization may utilize DCE for all available services or select only those that fit with your organization's needs. Conference coordination fees are based on the number of hours required and/or number of participants.

Pre-Conference Planning | Conference | Post-Conference

Pre-Conference Planning

Planning:

• Participate in the planning meetings
• Develop planning timeline
• Assist in determining and carrying out specific conference theme and objectives
• Establish meeting agenda and record minutes
• Become an experienced resource of information

Financial Services:

• Assist committee with budget development
• Serve as a fiscal agent for conference-related billings
• Manage total income and expenses with accurate accounting
• Process payroll forms, requested payments and invoices

Presenters:

• Provide planning committee with resources for potential presenters
• Manage "Call for Presentations" (includes marketing, mailings, database development and acceptance/denial notifications)
• Contract with confirmed presenters in regards to honoraria, travel expenses, audio-visual needs, etc.
• Compile requested presenter vitae, presentation description, introduction information and photograph
• Issue honorarium checks
• Coordinate travel and lodging arrangements
• Orchestrate duplication of presenters' handouts
• Confirm final conference details with presenters
• Serve as a main contact and information resource for presenters

Exhibitors:

• Design and develop exhibitor registration brochure
• Compile mailing lists of potential exhibitors from committee members
• Process exhibitor registrations and confirmations
• Format exhibitor directory for program book
• Coordinate logistics of exhibiting space with facility
• Secure outside sources to provide exhibitors with additional equipment/services

Credits:

• Work with appropriate institution to get graduate and/or continuing education credits
• Compile necessary qualifying information from presenters
• Complete and submit forms for credit approval
• Arrange for institution issuing credit to process credit applications on-site

Facility, Audio-Visual Equipment & Food Services:

• Select site(s) most able to meet conference needs
• Negotiate contracts with facilities for meeting rooms, exhibitor space, food and lodging accommodations
• Obtain state rates for lodging at qualifying hotels
• Coordinate with facility for appropriate room sets
• Reserve audio-visual equipment and on-site technician
• Arrange for video and audio taping of program sessions
• Coordinate on-site use of photocopy and fax machines, special phone services, and shipping services
• Work with catering services to select menus for breaks, luncheons, socials and banquets
• Solicit meal, social or break sponsors
• Update facility with accurate meal counts
• Arrange for special needs (i.e. storage space, dietary requirements, handicap services)

Marketing & Promotion:

• Provide input for marketing plan
• Assist in creating the standard elements used in the design of conference materials
• Aid with the identification of potential target market
• Coordinate and/or assist committee with the design, development and printing of conference promotion materials (including announcements, posters, "Call for Presentation" brochures, participant and exhibitor registration brochures)
• Develop interactive website with on-line registration form
• Arrange for public relation materials (press kits, news releases and advertisements for print, radio and television)

Printing:

• Work with printer/graphic artist to develop, design, write and edit conference materials including brochures, program books, signs, table tents, etc.

Mailings:

• Obtain mailing lists of targeted audience from committee members or other resources
• Input mailing list into database
• Maintain and update mailing list
• Coordinate with internal mailing services using bulk or non-profit rates

Pre-Registration:

• Provide a toll free number for registration
• Process all registrations received through fax, mail, telephone and on-line
• Collect registration fees
• Process MasterCard, Visa and Discover credit cards for registration fees
• Input all registrations into a database
• Mail confirmation letters to participants and exhibitors
• Prepare roster of pre-registered participants and/or exhibitors
• Supply professionally printed name tags for participants, exhibitors, presenters and committee members
• Answer conference-related inquires

Other Services:

• Design and print evaluation forms
• Order special supplies (i.e. plaques, trophies, ribbons, folders)
• Develop signs, banners, table tents, etc.
• Assist with identifying providers of special events services such as disc jockeys, entertainers, photographers, etc.
• Make arrangements for special events and tours to area attractions
  Schedule transportation (if needed)

Conference

Set Up:

• Verify setup for meeting rooms and exhibiting space
• Produce final meal count
• Assist in set up registration and information desk area
• Post welcome, registration and meeting room signs
• Oversee exhibitor set-up

Registration & Check-In:

• Provide staff members to run registration table during registration hours
• Check in pre-registered participants, exhibitors and presenters
• Process on-site registrations including fee collection, receipts and name tags
• Distribute program books and other conference materials including presenter handouts, supplies, certificates and area information

On-Site:

• Process graduate and/or continuing education credits
• Sell conference materials
• Assist with door prize drawings
• Furnish basic on-site office supplies and first aid kit
• Provide on-site trouble-shooting
• Distribute and collect conference evaluations
• Assist with tear down of registration area and signs
• Oversee exhibitor tear down

Post-Conference

Financial Services:

• Process approved refunds and billings
• Transfer registration income to organization's account
• Tabulate summary reports for requested categories
• Compile expenses into one final invoice for organization
• Generate final financial report within 90 days of conference close

Presenters:

• Process travel reimbursements
• Send thank you letters and session evaluations

Conference Analysis:

• Attend post-conference meeting(s) with new ideas and suggestions for improvement
• Provide final attendee roster to reflect on-site changes/additions
• Produce attendee summary reports based on specified demographics
• Generate final written summary of conference evaluations