Conference Management Services

 

Mid-Carolina AHEC, Inc. services include Conference Management 

There is a REASON some meetings run BETTER than OTHERS! 

Professional Planning   

  • Assist in planning meeting conferences, format and dates.
  • Prepare preliminary operating budget.
  • Make site inspections and selections.
  • Establish planning action timeline.
  • Arrange planning and committee meetings.
  • Assure Informative Programming    

  • Assist with program development and/or speaker selection.
  • Act as liaison between speaker and conference committee.
  • Secure session presentation materials.
  • Calculate and award discipline-specific credit.
  • Develop evaluation tool and certificates of attendance.
  • Promotion Development and Distribution   

  • Establish marketing plan: mailing lists and advertising.
  • Design and produce promotional materials for print and/or electronic access.
  • Record Keeping

  • Maintain complete records of agreements, contracts and emails.
  • Obtain and maintain discipline-specific accreditation records.
  •  Advanced Registration 

  • Establish registration process.
  • Respond to all inquiries (telephone, mail, email & FAX).
  • Process registrations from participants and exhibitors:  receive, record in database & confirm.
  • Process payments via check or paypal.
  • Prepare registration and financial reports.
  • Prepare name badges for participants.
  • Weekly registration update to conference chair person.
  •  Coordination of Exhibitors   

  • Provide exhibitor information packets including contracts.
  • Draft exhibitor floor plan and assign booth space.
  • Act as liaison with exhibitors.                                                                                          
  •  Facility Management 

  • Provide liaison with meeting facility.
  • Check set-up of meeting and function rooms.
  • Supervise set-up.
  • Coordinate materials delivery to session rooms.
  • Position signage. 
  • On-Site Registration   

  • Establish on-site procedure and arrange setup.
  • Supervise on-site registration staff.
  • Distribute meeting materials and handouts.
  • Expedite check-in and check-out procedures.                 
  • Individual Communications   

  • Send registration confirmation cards to participants.
  • Issue thank you notes to presenters and committee members.         
  •  Benefits

  • You and your staff are free to focus on your regular jobs.
  • You get smooth, successful and affordable meetings.
  • You look good because your meetings have that professional touch.
  • You are free to attend and fully participate in your meeting.
  • You get a meeting that achieves its goals.
  • Why use Mid-Carolina AHEC, Inc.?                                                  

    • We are fully trained and experienced in conference planning.
    • Negotiate, coordinate and supervise all your meeting needs.
    • Contract with the best  instructors, who will give you the highest quality service.
    • Provide and manage the services you need.
    • Do the work so you can do the meeting.