Conference Management Services

Designing Events provides a comprehensive suite of association conference management services. All of our services are tightly integrated as part of the overall effort to grow your conference.

Pre-Conference Services:

• Develop conference budget
• Create comprehensive timelines
• Venue selection
• Negotiate and administer best contracts for venues, rooms, equipment, transportation, etc.
• Source temporary/rental on-site equipment
• Schedule ground transportation
• Establish audio/video plan
• Plan hospitality needs
• Organize all food and beverage for meals, breaks and receptions
• Recommend and organize social activities and off-site events
• Fully integrated travel services learn more

Conference Marketing and Registration Services:

• Marketing plan development
• List development and maintenance
• Direct mail development and execution
• Email development and execution
• Press relations
• Promotional items and conference apparel
• Online, phone and fax registration and data management

Conference Sponsorship and Exhibit Services:

• Develop and implement sponsorship/exhibit plan learn more
• Research and identify potential sponsors/exhibitors
• Market and sell to prospective sponsors/exhibitors
• Manage all aspects of sponsorship and exhibitor fulfillment

On-Site Conference Management Services:

• On-site liaison with venue's conference services manager
• Manage all on-site equipment and logistics
• Receive and position shipped materials
• Setup and staff Registration/Welcome desk
• Setup and maintain meeting rooms and event areas
• Complete food and beverage management for meals, breaks, receptions, etc.
• Facilitate arrivals/departures
• Monitor audio/visual equipment readiness
• Oversee special events
• Review billing daily
• Manage social activities and off-site events

Post-Conference Services:

• Coordinate return shipping
• Comprehensive invoice reconciliation and evaluation
• Conduct post-conference feedback and evaluations
• Provide conference attendee data file
• Distribute thank you correspondence and follow-up materials to attendees, speakers, VIP's and others