Conference Planning
Conference
Plan, Timetable, and Budget
Our expert planners will meet with you to discuss your conference
needs and expectations and then develop a comprehensive, strategic
conference plan and detailed contract for your approval. The conference
plan will include preconference requirements, on-site management,
and postconference responsibilities. A timetable will be drawn
and a budget compiled for your review.
Site
Selection and Contract Negotiation
YCC has managed conferences at some outstanding cities from coast
to coast. We will suggest sites, perform site facility inspections,
and negotiate the hotel contract to get your organization the
best possible arrangement. We are experts in venue negotiation
and our lawyer is available to review hotel contracts.
Conference
Logo, Publications, and Conference Proceedings
We will enlist a graphic designer to create a conference logo
that represents your organization's image and intent. There are
normally three designs for you to choose from. Our publications
department is responsible for the production of all conference
publications, from the first call for abstracts postcard to brochures
to the conference program. All brochures will be professionally
written, edited, designed, and printed — and all pieces
are subject to your approval. We have a mail house in Wilmington
and use a bulk-mailing permit through them. The mail house handles
recipient databases, prepares labels, and does mailings.
A
template is provided for authors of white papers for the conference
proceedings. The papers are collected, checked for format, and
sent to a conference proceedings company to be put on a CD and/or
printed in book format for distribution to attendees at the conference.
Conference signs are also considered publications. Sponsor logos
will be acquired and sent to the graphic designer or sign maker
for brochures and signs.
Database
to Include Registration, Speaker, and Exhibitor Information
YCC staff are responsible for the creation of a database for your
conference. The database is designed to hold all registration
information, speaker and presentation information, and exhibitor
information necessary for the conference. Project staff are trained
in Microsoft Access to accurately maintain the database.
Conference
Promotion to Target Audience
You may have a database or target audience to which you would
like the conference promoted, and YCC will assist in expanding
this audience. We will promote the conference mainly through printed
brochures and e-mail announcements, and possibly through press
releases and phone calls.
Web-Based
Preregistration
YCC will create an online registration form as well as a printed
registration form that will be included in promotional conference
brochures. The vast majority of our preregistrations today are
online.
Speaker
and Agenda Development and Coordination
YCC will make suggestions for the program and guest/keynote speakers.
We will process into the database all speakers, presentation summaries,
subject areas, and other necessary information to coordinate the
presentation component of the conference. We create presentation
schedules and confirm speaking times with participants. Our publications
staff edits the presentation summaries for printed brochures and
verifies information for name badges.
Audiovisual
Coordination and Special Requirements
YCC will query presenters about their audiovisual needs and any
special requirements for their presentations. We will arrange
for all necessary equipment and check its operating condition
and placement.
Sponsorship
and Exhibition Marketing and Management
We will work in conjunction with your organization to acquire
conference sponsors and exhibitors. Our marketing department has
a successful track record for assisting clients in securing conference
and event sponsors and exhibitors. YCC will collect sponsor and
exhibitor monies, hire a drayage company, coordinate the exhibition
floor plan, and inform exhibitors of regulations, insurance, and
security considerations. We will provide on-site management of
the exhibition.
Banquet
Menus and Beverage Selection
YCC will propose menus for meals included with the conference
fee and arrange for snacks and beverages for morning and afternoon
breaks. We will direct the placement of dining and food service.
Special
Events and Entertainment
Often clients request evening events after the conference has
wound down for the day. YCC can arrange to bring in entertainment
or make arrangements for conference participants and guests to
visit a venue away from the conference site. Transportation to
and from offsite events is included in our event plan. YCC staff
will be present at all special events.
Invoices
and Financial Reports
Our finance department processes participant fees via checks,
designated credit cards, or purchase orders and invoices late
accounts. It also maintains complete conference accounting records
and prepares financial reports for clients throughout the conference
planning period. The accountant reviews all invoices from outside
vendors prior to payment.
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