CME Planning Services - List of Services

Following is a detailed list of fee-based services that CME Planning Services can provide. Not all of the services listed need to be included in the contracted planning. Also, if other services not listed here are needed, we will do our best to assist you.

Develop and Manage Planning Agenda/Coordinate and Lead Planning Meetings

Develop Timing and Action Plans

Help Identify Facility and Service Requirements

Program Agenda:
  • Establish clear goals and objectives
  • Assist with the collection and printing of Abstracts
Site Selection and Reservations:
  • Meeting rooms
  • Receptions
  • Exhibit Space
  • Meals
  • Lodging
  • Off-site Activities
Negotiate Contracts/Rates for:
  • meeting/event space
  • exhibitor space
  • overnight accommodations
  • meal functions
  • media technology equipment and services
  • local transportation, parking
  • offsite leisure activities, tours, entertainment
  • security
Pre-Event Meeting Space Management:
  • customize meeting room needs session-by-session
  • order meeting space furniture and equipment
  • liaison with event site for meeting room set-ups
Budget Development and Financial Management:
  • develop and monitor program budget
  • assist in developing sponsorship request packet; invoice and process sponsorships
  • process checks, credit-card sales, and participant refunds
  • provide eligibility for tax-exemption status
  • process payment of speaker fees and honoraria
  • process expense documents, purchase orders, and receiving reports
  • communicate with and invoice organizations/vendors
  • provide financial accounting of program income and expenses
Registration Services:
  • create conference registration database
  • prepare and send letters of invitation and confirmation
  • register conferees for workshops, tours...
  • collect income from attendees and exhibitors
  • deposit registration fees in conference account
  • provide receipts
  • issue refunds and credits
  • provide ticketing for events, meals, tours...
  • provide up-to-date attendance reports
  • design and print name badges
  • set-up and staff on-site registration booth
  • process on-site registrations
  • distribute conferee packets
Marketing and Promotions:
  • review conference marketing/promotional plan
  • hosting and developing Web site
  • assist/coordinate graphic design and printing of all print materials, signage, etc.
  • assist with mailings, meeting announcements, and media publicity and public-relations activities
  • select and purchase marketing merchandise (e.g. t-shirts, tote bags, water bottles, etc.)
Travel, Lodging, Transportation, and Parking for Attendees:
  • provide travel and lodging information
  • assist with travel arrangements for participants
  • secure and manage hotel room blocks
  • arrange for local transportation (shuttles, buses, etc.)
  • coordinate parking and reserved parking permit process (if applicable)
Speaker/Presenter Needs:
  • assist with special travel and lodging arrangements
  • arrange for local airport-hotel transportation
  • assist with orientation to campus/community
  • assist speakers with audiovisual and technical needs
  • facilitate paperwork and delivery of honorariums
Catering:
  • assist with menu planning
  • assist with catering arrangements (incl. set-ups, etc.)
  • confirm final counts
Instructional Technology:
  • arrange A/V and Instructional Media equipment and services
  • arrange audio and/or video recordings
  • arrange satellite downlinks
  • arrange live broadcasts
  • arrange streaming web video
Conferee Packets:
  • create and/or coordinate handout documents
  • select and purchase packet materials (folders, pens, bags...)
  • assemble conference packets
Exhibitor Needs:
  • develop list of potential exhibitors
  • determine appropriate exhibit fees
  • arrange for exhibit space and contracted services
  • determine equipment, technology, electrical needs
  • design exhibit layout
On-site Event Management:
  • serve as local information source and host
  • set-up and staff on-site information booth
  • facilitate delivery all event materials to site
  • post signage
  • greet conferees, speakers, exhibitors, entertainers, guides...
  • ensure quality standards of excellence are met
  • resolve operational problems
  • check room setups and technical equipment requirements
  • oversee catering/meal services
  • oversee social functions
  • oversee shuttle service, parking etc.
Off-site Tours, Leisure Time Activities, Entertainment:
  • help arrange for off-site events, tours, entertainment and activities
  • secure and oversee group event tickets
  • set-up and oversee off-site transportation
Other Miscellaneous Tasks:
  • design and printing of tent cards for presenters, exhibitors, poster boards, etc.
  • coordinate volunteer training
  • coordinate the awarding of CEU's, academic credit, and certificates of completion
  • arrange for translation services (ASL/foreign language)
  • arrange business services center for participants/speakers/exhibitors
Evaluation and Follow-up
  • develop and distribute follow-up survey
  • write and send thank you letters
  • select and deliver speaker welcome/thank-you gifts
  • process post-conference payments
  • provide detailed financial report

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