Virtual Conferences/Meetings of 50 attendees or more, and a minimum of 6 hours of educational programming

IMPORTANT:

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/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.

Virtual Platform: STOVA/Aventri. 
 

Pre-Contract

• Budget owner submits the Virtual Conference/Meeting Request Form. 

• Request for Proposal (RFP): The C&TS department will send RFP to STOVA/Aventri, virtual platform provider.

• Contract Request: Once estimate is approved, budget owner to confirm to the C&TS Department in writing within 2 working days of receiving the proposal. C&TS will proceed to request a contract.

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 
• Bleeding.org Website: Budget Owner needs to provide the C&TS Project Manager an event summary including dates with a maximum of a 300-word description that will link to the event website. Events by invite only will 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 costs increases.  
• 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/(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 an 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. Employed in the Bleeding Disorders Community
       6. Gender
       7. HTC Affiliation
       8. Languages Spoken
       9. Pronouns
       10. Racial/Ethnic Background
       11. Type of Bleeding Disorder
       12. Type of Community Member
  If you would like to see 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 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 of 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.

• Final Information Letter: A week prior to your conference/meeting, the C&TS Project Manager will send a final information letter. To view an example of the final information letter, click here.

C&TS Responsibilities

For virtual conferences/meetings the C&TS project manager is responsible for the following:

• Logistics:
  • Timeline
  • Vendor Contracts (Platform, Registration Software, AV, etc.)
  • Communication with Platform Project Account Manager
  • Cyber Security (Platform)
  • Platform Design
  • Platform Setup
  • Virtual Signage Placement
  • Food and Beverage (Gift Cards)
  • Online Program
  • Data Collection
  • Conference/Meeting Website (Design and Development)
  • Budget Management
  • Exhibit Setup
  • Sponsorship Setup
• Registration:
  • Online Registration Desk
  • Platform Integration
  • Registration Setup
  • Registration Reporting
  • Attendee Site Tracking
  • Session Attendance Reporting
• Post-Conference/Meeting 

  • Financial Report: You will receive a post-conference/meeting financial report within 6-8 weeks after the conference/meeting.

  • Registration/Attendance Reports: You will receive a report that will show registration and actual attendance data.

  • 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.

     

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