Event Managment is everything connected with planning and organizing events invisioned by the client, this may include meetings, social events, fund-raising events and client meetings.
Point of Contact for all elements of the meeting. This includes working with the executive committee, program committee, meeting hotel, vendors, exhibitors, advertisers, abstract manager, and program publisher.
Develop Realistic Meeting Budget TME understands how to develop and manage your meeting’s budget. Meeting the bottom line is of our utmost concern
Create Master Schedule Encompasses the full scope of the meeting and all deadlines and milestones
Communicate Strategic Plan for Meeting Prepare and design printed as well as electronic marketing and track responses
Design Meeting e-Marketing We build excitement about the event with
Online web promotion
Design Meeting Printed Marketing
Design Meeting Marketing Theme
Pre-Meeting Collateral: Call for Abstracts, Brochures with registration, hotel, and travel information, Ads
Exhibit, Advertising, and Sponsorship Prospectus
Research and Negotiate Site Selection Liase with committee chair, Contact and send Request for Proposals to appropriate venues and hotels, conduct site visit prior to contract completion, negotiate and complete contract with hotel/venue. Once host hotel room block is sold out, TME will scout, negotiate and complete over flow hotel room contract.
Direct and Supervise All Aspects of Meeting Hire and train qualified meeting staff, Supervise Check-in Area and on-site registration area, Secure and monitor exhibit room, Liaise with speakers prior to talks and a/v technicians.
Work with Trusted Vendors Working with trusted vendors allows the best possible rate as well as confidence that the job will be done correctly.
Liaison with Meeting Hotel and Venue Negotiate Costs, meeting room set up, sleeping room block of host hotel and overflow hotels, Audio Visual requirements, security, Plan catering menus to include reception, lunch, and breakfast/coffee menus, onsite liaison with hotel staff.
Compile and Archive Event History Including registration, submissions, exhibitions, advertising, space requirements, sleeping rooms block, rate lists, speaker list, mailing lists, catering, audio/visual, and decorating.
Design and develop online registration system with secure online payment service
Provide call center for phone-in, mail-in, and fax-in registration solutions
Provide automated electronic registration confirmation and receipt for all attendees
Install online payment service, for secure credit card transactions via internet.
Create and manage registration database set-up with archive
Provide instant real-time reports
Provide web-based downloadable list of all pre-registered attendees
Reconcile all fees and account receivables
Retrieve and output all attendee information (including spreadsheet capture and storage, customized pre-and post-event/meeting literature such as email reminders, labels and badges
Manage communication between Society and registrants
Manage on-site registration
Manage reconciliation of registration and payments
Provide detailed final report
Submissions & Printed Program Manager
Manage entire life-cycle of abstract processing and production of Indexed Journal-Quality Printed Program Publication
Create and manage abstract database set-up
Design and develop online submission system with payment option
Manage coordination, reports, and archival of all submissions
Manage abstract peer reviews
Manage communication between Society and authors; field questions regarding abstracts, schedules, poster dimensions, etc.
Create poster schedule
Page layout and design; desktop publishing; style sheet creation
Compile program content
Indexing, front matter compliation, proofreading
Pre-press production, print coordination, & cover design
Provide searchable pdf for website
Provide print and electronic copies of floor plans
Delegate packs and flyer inserts, attendee badges, vouchers/coupons
Web Technical Services Manager
Website design, development and management
Architecture, technical requirements, graphics and content
Registration forms and other interactive forms
Meeting information includes but is not limited to: Hotel and Travel info, Dates and Deadlines, Program Information, Satellite Symposia, Local Information, Social Events and Functions, Registration info, Exhibiting and Advertising information including downloadable prospectus, Meeting Schedule, Online abstract submission form, verification pages, Online registration form, FAQs, Poster guidelines, Dynamic list of received abstracts and list of final accepted abstracts, Pre-conference information, Invited Speakers, Award information including downloadable application forms and searchable pdf file of printed program.
Create devoted web pages located at the TME website www.taramillerevents.com
Place all collateral info on website
Link hotel, airline, travel info, itineraries etc.
Update meeting schedule as changes occur immediately
Custom Master lists of presentations, authors, exhibitors, and registrants
ListServ email Blasts for reminders to authors and presenters for registration
Exhibit, Advertising, and Sponsor Manager
Contact prospective exhibitors, advertisers, and sponsors
Prepare prospectus for exhibitors, advertising, and sponsorship
Sell ad space in the printed program, website, ListServ, and delegate packs
Negotiate cost with exhibition company for poster boards & exhibit booths
Finalize floor plans for all exhibit space
Coordinate exhibits, drayage, booths, and special requests
Supervise set-up and tear down of all exhibit equipment
Affiliate Meetings Manager
Liase with affiliate (Pre-conferences, Satellites, and Post-conferences) meeting organizer and venue manager
Link affiliate meeting websites to dedicated meeting website
Provide meeting planning
Provide space for affiliate meetings
Arrange hotel reservations for VIPs: executive board members, invited speakers, and special dignitaries.
Arrange amenities to be delivered to VIP’s rooms
Negotiate and complete contract with Airlines and car rental agency for delegates reduced rate.
Provide Local Dining Guide
Provide Things To Do Guide
Provide shuttle information from airport
Arrange for discounted tickets to local events