Establish format and dates • Schedule committee meetings • Fix preliminary budget • Assist in opening conference bank account • Make site inspections, negotiate and finalise the venue • Coordinate appropriate licenses and permissions (local & national government, Ministry and corporation letters as required) • Establish realistic timelines and deadlines
Liaison with speakers and conference committee • Obtain presentation materials from speakers • Negotiate hotel accommodation to suit all budgets • Single point of contact for organizers, speakers and delegates
Assist in getting clearances from concerned government ministries • Assist foreign delegates and faculty get visas • Coordinate with the concerned bodies to get the Continuing Medical Education (CME) credits
Liaise with venue regarding availability of halls • Identify and negotiate special rates with hotels in the vicinity • Coordinate food and beverage requirements • Create special menus if required • Design & print signage at venue • Provide an on-site office facility • Coordinate audio-visual equipment • Ensure sponsors display boards, banners, posters, direction boards etc. are in place • Setup ground transportation facilities
Create mailing lists, press kits and other advertising material for both print and online media • Conference website designing • Designing and printing of all conference materials like brochures, flyers, program booklets, certificates • Sending of EDMs (Electronic Direct Mail) & SMS/Texts to delegates
Determine staff requirements • Recruit volunteers or hire required manpower • Conduct staff training
Coordinate press meets if required, either directly or through Public Relations agent • Identify security and parking needs • Select & purchase souvenirs, gifts and awards • Arrange recreational/sightseeing activities • Assist in organizing entertainment for spouse • Negotiate air travel and car rental discounts • Negotiate decorator services • Arrange for floral decoration, photography, music & other entertainment
Provide a comprehensive solution for the entire registration and abstract submission process • Periodic follow-ups • Distinction of having handled over 100 conferences and hosted over 75000 delegates
Hall management • Check the arrangement for meetings and events • Position signage and room locators • Supervise set-up of exhibits • Coordinate materials delivery to session venues • Plan food and beverage services • Distribute gratuities
Establish on-site procedures and organize the set-up • Supervise on-site registration staff • Expedite check-in, check-out procedures • Scan & provide badges and other conference materials • Create efficient on-site & spot registrations • Distribute meeting materials and handouts
Organize inaugural functions as per protocol • Brief and coordinate Master of Ceremonies
Prepare and disburse certificates (participation, special mention, etc) • Make the final & spot registration report • Make the final accommodation report • Collate all bills from vendors and audit • Prepare expenses statement • Process refunds if any • Review and submit complete financial report with all bills and expenses
Review and approve the hotel master account and invoices for payment • Provide closing financial reports and meeting summary
Send individual acknowledgements to delegates • Send 'thank you' notes to the presenters and the committee