BUDGET CREATION AND FINANCIAL MANAGEMENT:
Complete program supervision by a senior level account executive. Includes the creation of an
itemized budget & working within its parameters. Development of project time line. Emphasis on
coming in on time and under budget.
HOTEL/SITE AND VENDOR SELECTION:
Research hotel availability and negotiate rates and cost saving concessions. Perform site inspection.
Contract negotiation with hotel and vendors for air travel, ground transportation, and audio visual
production.
LOGISTICAL PLANNING AND PRE-MEETING PRODUCTION:
Complete creation and distribution of meeting material such as invitation letter, final logistics letter,
welcome packet information and agenda. Personalized website registration system with 24/7 access
to recruitment information. Registration coordination and follow-up. Coordinate off-site functions and
entertainment. Food and Beverage selection and planning. Binder Production. Ordering of
amenities. Participant logistics to include hotel accommodations, travel arrangements, ground
transportation and the accommodation of any special needs. Faculty and speaker interaction.
Shipment of materials to and from meeting site.
ON-SITE FACILITATION:
Pre-meeting with hotel staff and vendors to ensure that meeting needs are taken care of, set up is
complete, and that all meal and function times are adhered to per the contract. On-site coordination
and management of all meeting and breakout space including audio visual logistics and meal
functions. Verify rooming list and monitor changes. Monitor Arrival/Departure Pattern. Coordination
of Registration/Information Desk and Welcome Packet distribution. Coordinate signage placement.
Ensure that the all expectations of each participant and client are exceeded.
POST-PROGRAM WRAP UP:
Expense reimbursement processing, thank you letters, honorarium and 1099 processing, evaluation
summary, budget reconciliation and analysis. Review hotel and vendor billing to ensure for accuracy.
Provide recommendations for future meetings. Post-meeting financial closeout.
Complete program supervision by a senior level account executive. Includes the creation of an
itemized budget & working within its parameters. Development of project time line. Emphasis on
coming in on time and under budget.
HOTEL/SITE AND VENDOR SELECTION:
Research hotel availability and negotiate rates and cost saving concessions. Perform site inspection.
Contract negotiation with hotel and vendors for air travel, ground transportation, and audio visual
production.
LOGISTICAL PLANNING AND PRE-MEETING PRODUCTION:
Complete creation and distribution of meeting material such as invitation letter, final logistics letter,
welcome packet information and agenda. Personalized website registration system with 24/7 access
to recruitment information. Registration coordination and follow-up. Coordinate off-site functions and
entertainment. Food and Beverage selection and planning. Binder Production. Ordering of
amenities. Participant logistics to include hotel accommodations, travel arrangements, ground
transportation and the accommodation of any special needs. Faculty and speaker interaction.
Shipment of materials to and from meeting site.
ON-SITE FACILITATION:
Pre-meeting with hotel staff and vendors to ensure that meeting needs are taken care of, set up is
complete, and that all meal and function times are adhered to per the contract. On-site coordination
and management of all meeting and breakout space including audio visual logistics and meal
functions. Verify rooming list and monitor changes. Monitor Arrival/Departure Pattern. Coordination
of Registration/Information Desk and Welcome Packet distribution. Coordinate signage placement.
Ensure that the all expectations of each participant and client are exceeded.
POST-PROGRAM WRAP UP:
Expense reimbursement processing, thank you letters, honorarium and 1099 processing, evaluation
summary, budget reconciliation and analysis. Review hotel and vendor billing to ensure for accuracy.
Provide recommendations for future meetings. Post-meeting financial closeout.
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