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CONFERENCE MANAGEMENT SERVICES

CMS specializes in individual attention to your meeting or event. As a full service meeting planning company, CMS management encompasses all aspects of your conference. CMS is also equipped to handle designated tasks for your event. Whether it is complete conference management or specific activity management, CMS coordinates the details with the conference objectives. Check the list of professional services in each of the three phases of planning and managing a meeting or event.
  • PHASE I PLANS ARE FORMULATED AND IMPLEMENTED
  • PHASE II THE ACTUAL MEETING/EVENT
  • PHASE III THE POST-MEETING/EVENT PERIOD

PHASE I • DEVELOPMENT

Professional Planning
  • Establish the meeting/conference format and dates
  • Prepare preliminary operating budget
  • Make site inspections and site selection
  • Negotiate and contract facility to secure the best combination of service and price
  • Establish planning/action timetable including all pertinent deadlines
  • Arrange planning/committee meetings

Assure Informative Programming
  • Assist with program development and/or speaker selection process
  • Act as liaison between speakers and conference committee
  • Obtain session presentation materials to design and produce conference proceedings
  • Make arrangements for lodging, amenities and individual requirements of speakers
  • Plan and conduct meeting for presenters

Promotion Development and Distribution
  • Establish promotion plan—including research and procurement of mail lists, press packets and advertising
  • Create and host event web site
  • Design and produce promotional materials for print and web site

Advance Registration
  • Establish registration procedures
  • Respond to telephone, mail, email and FAX inquiries
  • Process registrations and accommodations; receive, record, and confirm
  • Process payments; check and credit card
  • Prepare registration/financial reports
  • Prepare name badges, speakers cards

Facility Management
  • Design meeting and function room set-ups
  • Arrange for on-site office facilities, equipment, and services
  • Determine audio-visual needs: order equipment and personnel
  • Locate and organize an email center
  • Order ground transportation
  • Coordinate food and beverage functions including menu selection and/or creation of special menus
  • Establish master billing and credit requirements
  • Conduct briefing of meeting facility staff
  • Obtain local informational brochures, restaurant guides and maps

Coordination for Exhibitors
  • Provide exhibitor information packet including contracts
  • Design exhibits floor plan and assign booth space
  • Act as ongoing liaison with exhibitors

Staffing Assignments
  • Determine staff requirements
  • Recruit volunteer or hire appropriate staff
  • Communicate job requirements and schedule to staff
  • Conduct staff training

Additional Services
  • Select and purchase souvenirs, gifts and awards
  • Design and produce signs
  • Organize recreational/sightseeing activities
  • Plan spouse program
  • Negotiate airline travel and car rental discounts for attendees
  • Negotiate and contract show decorator
  • Make VIP arrangements
  • Select and book music and/or theme entertainment
  • Hire photographer and arrange floral decorations

PHASE II • ON-SITE MANAGEMENT & LIAISON


Facility Management

  • Provide liaison with meeting facility
  • Check set-up of meeting and function rooms
  • Supervise set-up of exhibits
  • Confirm food and social function guarantees
  • Distribute gratuities
  • Coordinate materials delivery to session rooms
  • Position signs and room locators

On-site Check-in and Registration
  • Establish on-site procedures and arrange set-up
  • Supervise on-site registration staff
  • Distribute meeting materials and handouts
  • Expedite check-in and check-out procedures

Additional Responsibilities
  • Supervise press room and message center
  • Handle special requests
  • Arrange VIP greeting and amenities

PHASE III • FOLLOW-UP

Financial Review
  • Review hotel master account
  • Review and approve invoices for payment
  • Provide closing Financial Reports
  • Provide meeting summary

Individual Communications
  • Send individual acknowledgements to volunteers and staff
  • Issue "thank you" notes to presenters and committee members

CONFERENCE MANAGEMENT SERVICES

At CMS we pay close attentioin to the individual needs of each meeting for each client. We offer the above list as a comprehensive array of services, each with the potential to be an important ingredient for the success of your event.

We would be happy to meet with you to discuss the particular needs of your next meeting. We hope you find us as easy to contact, and to do business with, as any of our existing clients.


Next Stop: A few testimonials







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