Our conference and meeting management services include:
Organization: Complete oversight including delineation of a timetable of the activities to be performed, assignment of responsibilities, monitoring progress, holding meetings to review the progress of planning and implementation, consultations with the meeting/conference chair and committee, and trips to the site as necessary to review arrangements.
Theme, Program and Format Consultation: The first issue for any meeting or conference is identification of its goals – increased attendance over a previous meeting/conference, increased association membership, education of attendees, better communication between suppliers and active members, etc. Once goals are defined, a theme and program can be designed to achieve them. To do this, MEI will consult and work in conjunction with the meeting/conference committee to establish the overall goals, plus theme and program, of the meeting or conference.
Site Selection: assessment of the meeting/conference agenda as it relates to facility and accommodation requirements, determination of criteria for site selection, solicitation of site proposals, analysis of proposals, and negotiation and execution of site contracts.
Promotion: preparation of preliminary and final promotional brochures, materials and registration forms, as well as distribution of promotional materials to members and targeted lists of non-members.
Site Logistics: ongoing contact with the hotel, convention center and ground service operators; coordination of speaker and VIP sleeping room requirements; assignment and set-up styles of meeting rooms; selection of menus; coordination of audio/visual set-ups and equipment; definition and communication of meal guarantees; and all other site communication and coordination.
Fiscal Management: preparation of the meeting/conference budget in consultation with the meeting/conference committee for approval by the association Board, making all commitments and contracts with suppliers and vendors, maintenance of accounting records, payment of all invoices, and preparation of interim and final financial reports.
Speaker Coordination: confirmation of, and when necessary contracting with, speakers identified by the meeting/conference committee; collection of travel, audio/visual, photographic, biographical, and other speaker information and requirements; on-site speaker coordination. MEI also can assist speakers with the preparation of audio/visual materials and handouts.
Exhibit Sales and Management: identification of prospective exhibitors; follow-up with previous exhibitors; contracting with an exhibit decorator; selling and assigning exhibit booths; communication with prospective and confirmed exhibitors; integration of exhibits into the mainstream of meeting/conference events, program and schedule; on-site coordination and management of the exhibit area and exhibits; collection of exhibit revenues.
Registration of Attendees: preparation of the registration form, collection of registration information and revenues, maintenance of computerized registration information, communication with confirmed registrants, preparation of name badges, and preparation of pre- and post-meeting/conference attendee lists.
Preparation of Meeting Materials: including the meeting/conference program, handout and registration materials, and directional and informational signage.
On-Site Management: all site interaction, pre-meeting/conference meetings, approval of site resumes, coordination with site personnel, meal guarantees, meeting room and audio/visual arrangements, registration desk staffing, signage placement, and distribution of materials during the meeting/conference.
Post Conference Evaluation: preparation, distribution, collection, and evaluation of meeting/conference surveys for attendees and exhibitors, and preparation of a detailed evaluation report.