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In-Person (or Hybrid) Conferences/Meetings of 25 Attendees (with a minimum of 25 rooms per night)

 
NBDF's Infectious Disease Duty of Care and Event Behavior Guidelines

All in-person (or hybrid) conferences/meetings should follow NBDF's Infectious Disease Duty of Care and Event Behavior Guidelines.


IMPORTANT:

To ensure a seamless and successful conference experience, our team will be fully focused on the BDC during the critical planning phases. As such, we kindly request your understanding that we will not be able to accommodate any additional conference or meeting planning requests within 60 days prior to the BDC start date and 45 days after the conclusion of the conference.

Conference/Meeting requests within that time frame will be directed to an external contractor or it will have to be managed by your team. Maria will contact you with possible scenarios and options.

Please read and review the following information completely before submitting your request form.
 

Pre-Contract
  • Budget owner submits the In-Person Conference/Meeting Request Form. 
  • Request for Proposal (RFP): Submit a maximum of 2 preferred destinations and a 3rd city as a backup. The C&TS department will only send RFPs to a maximum of 2 destinations.
  • Hybrid: The C&TS department will request a proposal from the virtual event platform (STOVA/Aventri only). Note that an additional C&TS staff member will be assigned to manage the virtual platform.
  • City Comparison Report: A destination comparison report will be presented to you 5-8 weeks after your submission, depending on the size of the meeting. 
  • Site Inspection: For all conferences/meetings with 80+ attendees, a site inspection will be required. A C&TS Staff member will complete all site inspections as needed. Site inspections will only be completed for final selected city with 3 or more properties available.
  • Venue Comparison Report: A final venue comparison report will be sent to budget owner with recommendations once the site inspection is completed. To ensure your proposed space, dates, and rates, a final venue must be selected and confirmed to the C&TS Department in writing within 2 working days of receiving the comparison report. Once received, a contract will be requested. 
Post-Contract
  • Assignment of C&TS Staff: You will be assigned a C&TS Project Manager. All requests need to be directed to the assigned Project Manager for the conference/meeting.
  • Branding/Marketing: The Budget Owner will need to connect with the Marketing and Communications Department via Hive at least 6-8 weeks prior to registration opening to request the following:
    • Branding/logo when applicable
    • Banners to be used for C&TS event website, e-blasts, registration form, and signage.
    • The sizing of the banners should be the following specifications: 
      • PNG, 1600x400px
      • PNG, 1440x300px
      • PNG, 1020x250px
      • PNG, 750x200px 
  • E-Blast: If you are planning on sending promotional e-blasts for your event, the Budget Owner will need to connect with the Marketing and Communications Department via Hive at least 4 weeks before the deployment.
  • Bleeding.org Website: Budget Owner needs to submit a Hive form with an event summary including dates with a maximum of a 300-word description that will link to the event website. Events by invite only need to  be specified as such.
  • Budget: CLICK HERE for budget template. Budget Owner will provide C&TS Project Manager the event budget breakdown. The C&TS Project Manager will review and adjust where needed. Please ensure to include an extra 30% in your budget to take into account Hotel Accommodations, Vendors, AV, Food and Beverage, and Travel costs increases.  
    • The onsite presence of an HR staff member or Social Worker will need to be accounted for the duration of the meeting for crisis management . Please budget accordingly(hotel accommodations, professional fees (when applicable), travel costs. 
  • Timeline: The assigned C&TS Project Manager will create and share a logistics timeline.
  • Event Website: The C&TS Project Manager will create the event website hosted in STOVA/Aventri with the following standard pages: about/home, program at a glance/(detailed agenda to be added 30 days before the event), duty of care, and conference behavior. Additional pages can be added if necessary. To view an example of the Event Website, click here.
Registration Form
  • New Conference/Meeting: For small events under 150 attendees, the C&TS Project Manager will send the budget owner a registration form link at least 12 weeks prior to the conference/meeting. For medium sized events from 151-499 attendees, the C&TS Project Manager will send the budget owner a registration form link at least 20 weeks prior to the conference/meeting. Budget owner to send feedback, in a bulleted list, within 5 business days.
  • Recurring Conference/Meeting: C&TS Project Manager will send the past registration link for review and updates. Budget owner to send feedback, in a bulleted list, within 5 business days.
  • Registration Questions: In order to standardize NBDF’s registration forms and have better statistical accuracy, these questions are required and cannot be modified. 
         1. Age Range
         2. Special Accommodations
         3. Chapter Affiliation
         4. Community Member Description
         5. Dietary Restrictions
         6. Employed in the Bleeding Disorders Community
         7. Gender
         8. HTC Affiliation
         9. Languages Spoken
         10. Pronouns
         11. Racial/Ethnic Background
         12. Type of Bleeding Disorder
         13. Type of Community Member
         If you would like to see a full options list, click here. 
  • Registration Review: A link with your event registration form will be sent for your review. Send your final edits or modifications to the C&TS Project Manager in one document after thoroughly reviewing the form with your team members.
  • Save the Date Letter/Invitation: As a Budget Owner you are responsible for sending the invitation/save the date letter. Your invitation/save the date should include the following verbiage: “Registration details, including travel and accommodation arrangements, will be sent to you by a Conference and Travel Services staff member (Insert Name of the C&TS Project Manager).” All logistics and registration procedures will be managed by the C&TS Department. Please do not require an RSVP on your Save the Date/Invitation as this will delay the registration process.  
  • By Invitation Only: For conferences/meetings that are not open to the public, your department must provide the C&TS Project Manager the attendee list those who are invited, approved, or required to attend the conference/meeting.
  • Initial Logistics Letter: Once registration opens, the initial logistics letter will be sent out to the attendees. The C&TS Project Manager sends out the letter. To view an example of the initial logistics letter, click here.
  • Registration Confirmation: Once the attendees register, they will receive a registration confirmation email. To view an example of the confirmation email, click here.
  • Hotel Confirmation Letter: The hotel confirmation letter will be sent to attendees whose accommodations are managed by the NBDF Conference & Travel Services Department two weeks prior to the event.
  • Final Logistics Letter: A week prior to your conference/meeting, the C&TS Project Manager will send a final logistics letter. To view an example of the final logistics letter, click here.
  • Food and Beverage/Audio Visual: C&TS Project Manager will complete the Banquet Event Order and AV Order based on your initial request and your budget.
  • Printing of Registration Materials: C&TS will print all badges, “reserved” seating (if applicable) and signage.
  • Shipping: The budget owner is responsible for shipping all non-registration related materials prior to and after the conference/meeting.
C&TS Responsibilities 

A comprehensive list of responsibilities can be viewed here.

In summary, the C&TS Project Manager is responsible for the following:

  • Design of the Conference Plan, including Timeline and Marketing Suggestions
  • Site Inspections and Venue Recommendations
  • Venue Contract Negotiation
  • Vendors Contract Negotiation: audio-visual, childcare, transportation, entertainment, security, translation services, and scooter rental
  • Budget Management: reporting on all conference/meeting logistic expenses - Budget owner (Department hosting the meeting) to provide approved detailed budget to C&TS
  • Communication with Venue Account Manager
  • Housing/Room Allocation, Attrition, Reduction
  • Registration
  • Database Management and Data Collection
  • Reports: registration, financial reports, recommendation for future conferences/meetings
  • Banquet Event Orders
  • Audio Visual Order
  • Online Program
  • Conference/Meeting Website: design and development
  • Exhibit (if applicable)
  • Sponsorship (if applicable)
  • Egencia (if applicable)
  • Post-Conference/Meeting
    • Financial Report: You will receive a post-conference/meeting financial report within 6-8 weeks after the conference/meeting.
    • Attendee Survey: C&TS Project Manager will send out the post-conference/meeting survey to attendees via STOVA/Aventri. To view an example of the survey, click here.
On-site

For conferences/meetings that require on-site support, the C&TS Project Manager is responsible for the following:

  • On-site Registration Desk:
    • Badge/Registration Packets Distribution Process
    • Layout
    • Registration Desk Management
    • Registration Setup
    • Registration Signage Location
    • Registration Staff Schedule and Assignment
  • On-site Logistics:
    • Audio-visual (AV), including virtual platform (STOVA/Aventri only)
    • Childcare (if applicable)
    • Food & Beverage
    • Ground Transportation (if applicable)
    • Hotel Communication
    • Hotel Pre-Conference Meeting
    • Hotel Security
    • Housing
    • Meeting Space Setup
    • Scooter Rentals (if applicable)
    • Signage Placement

Important Note: All questions and requests for the above should be communicated directly to the C&TS Project Manager on-site.

Please note that due to the requirements of planning a successful Bleeding Disorders Conference, we will not be able to accommodate any conference/meeting planning within 60 days prior and 45 days after the Conference. Conference/Meetings requests within that time frame will be directed to an external contractor or it will have to be managed by your team. Maria will contact you with possible scenarios and options.

Please expect to spend at least 15 minutes to complete the conference/meeting request form in its entirety.