Real-time Event Management

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.

Event Director

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

 Dedicated website




 Linked In

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

Onsite Signage

Delegates Pack

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.

Registration Manager

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

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

Meeting Concierge

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