end to end event management
Conferences, Conventions, Gala Dinners, Receptions, Awards Ceremonies, Banquets, Luncheons, Fundraisers, Incentives
- Establish event goals
- Location
- Venue
- Target audience
- Strategic planning
- Event development
- Process enhancement
Budget
- Determine overall conference budget
- Set delegate fees
- Track expenditures
- Provide monthly budget update
- Provide final conference budget
Agenda
- Develop agenda format
- Establish keynote, panel, break-out sessions
- Call for papers
- Prepare speaker invitations
- Create and manage speakers’ tracking document
- Onsite speaker liaise
Sponsors
- Develop sponsors’ packages
- Prepare & distribute initial sponsor email
- Create and update sponsors’ tracking document
- Sponsorship sales support
- Send sponsor contracts & invoice
- Manage sponsorship deliverables
- Collect & process sponsor payments
Marketing and Distribution
- Create attendee and sponsor PDF’s
- Create event letterhead and marketing template
- Prepare initial marketing email
- Contact & invite past attendees
- Research new delegates, sponsors, associations, companies, websites, newsletters
- Track all new distribution lists in excel format
- Utilize stakeholder internal contacts for email distribution
- Establish strategic partnerships for marketing purposes
- Distribution of printed brochures as required
- Personalized invitations to senior level delegates
Speakers/Topics
- Arrange contract details with speakers (cost, AV requirements, etc.)
- Book travel, hotel for speakers, registration
- Create speaker information packages
- Follow up with speakers for bios, topics, AV needs, etc.
- Collect speaker presentations
Website
- Develop online registration process
- Agenda updates as received
- Speaker info posted
- Sponsor recognition
- General conference info posted
- Post-conference presentations/photos
Pre event registration
- Setup database
- Track and update registration
- Prepare and distribute attending lists
Onsite registration
- Setup database onsite
- Prepare onsite registration forms and process payments
- Badging
Onsite materials
- Prepare onsite printed materials
- Copy & ensure delivery of onsite materials (in event city)
Onsite
- Determine staff requirements
- Book travel and rooms for staff
- Prepare staffing and production schedules
- Create conference welcome, info, sponsor slides
- Move presentations from upload area to onsite computers
- Pre-event meetings with facility
- Mobile office/equipment
- Attend & manage onsite event
Signage
- Determine signage requirements
- Determine budget
- Obtain quotes/supplier
- Draft v1 and final review
Venue
- Determine venue requirements (location, capacity, etc.)
- Research venues
- Site selection
- Negotiate contract
Accommodations
- Determine hotel requirements (location, capacity, etc.)
- Housing Block Management
- Research hotels
- Site selection
- Negotiate contract
- Confirm details incl govt rate, corporate rate
Food and Beverage
- Determine F&B requirements
- Determine budget
- Menu selection
- Final F&B guarantee
AV, Lighting, Display
- Determine Budget
- Determine Requirements
- Research suppliers
- Obtain quotes
- Negotiate Contract
- Oversee Installation
Event Management
- Create minute-by-minute v1 and final version
- Prepare, distribute & collect event evaluations
- Prepare final reports and send thank you letters
Event Resources (Suppliers)
- Determine general contractor resources required
- Book & confirm resources
Event Resources (Volunteers)
- Determine volunteers required
- Recruit volunteers
- Prepare volunteer schedule
- Confirm shift & duties with volunteers
- Train volunteers
Tradeshow/Exhibition Area
- Determine tradeshow requirements (space, etc.)
- Determine budget
- Research vendors
- Negotiate contracts
- Develop floorplan/layout
- Prepare and distribute exhibitor kits
- Manage exhibitor move in / move out
- Select and manage general services contractors
Operations & Management Services
sbemanagement 