Conference and Travel Services - Conferences and Meetings Management

A. LOGISTICS

1.  Project Planning and Management

• Assignment of one dedicated project manager who will be the communication point between client (NBDF Department) and C&TS team
• Design of the conference plan including timeline, marketing suggestions
• Budget management (85%++ of the event expenses are managed by the C&TS team)
• Operational leadership and direction of staff

2.  Accounting / Financial Administration

• Line-item budget management
• Reporting on all conference expenses
• Verification and payment of supplier invoices
• Invoicing collection, problem-solving
• Final comprehensive financial reports

3.  Promotion

• Strategic planning/schedule
• Maintenance of mailing lists
• Event web design and updates

4.  Procurement - call for tenders and negotiations of contracts with all suppliers:

• In-Person Events/Live Conferences/Meetings:
  • site-venue
  • airline carriers/travel management (when applicable)
  • shuttle buses
  • catering/food and beverage
  • décor
  • signage
  • audio-visual
  • entertainment
  • equipment rentals, etc.
  • registration software
  • app (if applicable)
  • childcare
• Virtual Conferences/Meetings:
  • platform host
  • catering/food and beverage
  • designer
  • entertainment
  • gift cards
  • session management (language and ASL translation, AV, editing, etc.)

5.  Social and Cultural Program - coordination and supervision of activities:

• Opening reception
• Theme receptions and social events at venue or off-site, includes venue research, price comparison, capacity, set up, etc.
• Final receptions

6.  On-site Management and Logistics - management of the following activities and services:

• Supervision of set-ups, staging and dismantling
• Planning and monitoring of food and beverage services, signage, and control of traffic flow
• Security services coordination

7.  Venue

• Request for proposal
  • gathering of hotel proposals and assessment of bids received
  • hotel/venue recommendation
  • site inspection
  • close collaboration with the regional tourism bureau and hotel contacts
• Contract
  • contract negotiation (benefits, rates, cut off dates, cancellation fees, meeting space)

8.  Website and Agenda

• Set up of conference sites and/or interactive online agenda (staff liaison to enter all details in STOVA/Aventri)

9.  Reporting - production of a final comprehensive report including:

• Registration report
• Final financial report – budget update with actuals
• Analysis and evaluation of the planning and implementation process
• Recommendations for future events
• Attendee site tracking
• Session attendance report

B. REGISTRATION & HOUSING – CONFERENCE BUREAU

1.  Conference Bureau

• STOVA/Aventri set-up  
• Correspondence by telephone, e-mail
• Multilingual staff (English, Spanish, Italian, and Tagalog)

2.  Registration

• Set-up of registration forms in platform (from 4 to up to 25 different types of registrations per event, including travel grants, speakers, etc.)
• Building of a comprehensive database
• Complete management of all registration files including data processing
• Production of weekly statistical reports:
  • number of attendees
  • revenue summaries (if applicable)
  • attendee’s demographic (race, gender, age group, location, type of bleeding disorders, etc.)
• Production or supervision of production of registration materials
• Production and supervision of:
  • letters of confirmation
  • personalized invitation letters for visa purposes (if applicable)
  • name tags/badges
  • letter of attestations of attendance
  • reception, drink, and special event tickets (if applicable)
  • registration kits material ordering (folders/bags)
  • registration kits assembly (together with team owning the event)
  • final communication email to attendees
• Planning and set-up of the registration counters/desk
• Registration staff at the registration booths/counters for:
  • pre-registered attendees
  • on-site registrants
  • exhibitors
  • general information

3.  Housing

• Coordination and management of the room block
• Complete management of all housing files
• Production of confirmation letters
• Correspondence by telephone, e-mail
• Special VIP room allocation procedure
• Preparation of rooming lists and master accounts
• Administration of hotel deposits and transfer of funds to the hotels
• Production of weekly reports
• Monitor block to avoid attrition charges
• Rooms assignments
  • room blocks
  • complimentary rooms
  • VIP suites allocation

C. THE SPONSORSHIP PROGRAM (BDC ONLY)

1.  Planning and Marketing

• Market research to determine the major and minor sponsors specific to industry/specialty
• Development of the marketing strategy and sponsorship program
  • advertising
  • promotional items including budget
• Contact with potential sponsors
• Industry prospectus
• Sponsorship contract preparation

2.  Coordination and Management

• Supervision and management of the design, concept, printing, and mailing of promotional materials
• Liaison with corporate sponsors
• Preparation of monthly progress reports and a final report
• Servicing of sponsors including all the on-site logistics requirements including collections of advertisements, audio-visual, food and beverages, hostess requirements, etc.

3.  Communications

• Supervision and coordination of the concept, design, and distribution of the sponsorship guide
  • sponsor directory
  • general information

D. THE EXHIBIT (BDC ONLY)

1.  Planning and Management

• Coordination and management of the supervising and support teams
• Call for tenders and negotiations with suppliers:
  • customs brokers
  • decorator
  • technical support team
  • freight forwarding
  • drayage
• Planning and preparation of the budget and critical path

2.  Marketing Strategy and Sales

• Design of the marketing plan and sales strategy
• Market research for potential exhibitors (to better define targets)
• Preparation and update of mailing lists
• Solicitation, sales, and servicing
• Follow-up with prospects by e-mail
• Supervision of the concept, design, preparation, and mailing of:
  • all printed materials
  • promotional materials
  • exhibit guide and service manual
  • contracts
  • group registration forms
  • service forms (furniture, carpet, modular, etc.)
  • insurance
  • security

3.  Floor Space Management

• Planning of the floor design
• Allocation of the reserved and sold floor space
• Update of the exhibitor database
• Update of the space allocation
• Monthly progress reports (weekly for last 4 weeks prior to conference)

4.  Coordination and On-site Logistics

• Supervision and management of layout, decoration, and signage
• Supervision of security, traffic flow control, and maintenance of the area
• Coordination of services:
  • set-up, staging and move-in
  • customs clearance
  • receiving and drayage
  • exhibitor registration
  • exhibitor service center
  • move-out procedures and dismantling
• Management of on-site personnel

5.  Communications

• Supervision and coordination of the concept, design, and distribution of the Exhibit Guide:
  • exhibitor directory
  • floor plan
  • special activity program
  • general information to exhibitors