•   Provide individualized consulting and advice to the planning chair and committees
•   Attend and advise at planning committee meetings as requested
•   Develop a master timeline and project notebook for implementation of all activities

•   Research costs and prepare a comprehensive conference budget
•   Establish an operating account for depositing and disbursing funds
•   Manage financial operations of the conference
•   Process payments for direct conference expenses
•   Process honoraria and travel reimbursement for designated speakers or officials
•   Monitor the program budget and provide an accurate accounting of program finances.

•   Advise planning committee on designing and implementing marketing strategies
•   Coordinate with committee to identify appropriate mailing lists for distributing promotional     materials
•   Arrange for design, printing and mailing of save the dates, brochures and other promotional   materials
•   Maintain staff to respond to written, phoned and e-mailed requests for conference information

•   Collect and prepare materials to be included in an event program booklet or participant     packet. 
•   Coordinate design and production of event materials (posters, t-shirts, etc.)
•   Reproduce speaker handouts or include in event program booklet
•   Assemble registration packets
•   Prepare signage for sessions and registration desk
•   Coordinate with planning committee to develop evaluation tool

•   Design a secure conference registration form
•   Provide customer support for registration questions
•   Maintain a customized registration database
•   Customize acknowledgement for each registration with a confirmation and receipt for payment
•   Provide regular participant registration updates to the planning committee
•   Prepare final registration roster
•   Coordinate on-site registration

•   Research requirements for each CE agency and obtain application or online submission   guidelines.
•   Coordinate application submission to the appropriate agencies to obtain approval for CE   credits.  Content and objectives to be prepared by planning committee
•   Distribute CE certificates, to the extent possible, on site; mail the remaining to participants.
•   Ensure approval of evaluation tool by appropriate entities (Evaluation tool to be prepared by   planning committee)
•   Prepare and distribute final reporting packets to CE agencies as required

*We are also excited to announce that we are currently in the process of becoming a CEU accredited provider. Please contact Michelle Quinn for more information on this, and check back here for more information in early 2012!

•   Contact presenters and invited speakers and outline expectations, responsibilities and fee   arrangements
•   Coordinate travel arrangements  
•   Confirm audio visual needs and requirements
•   Collect speaker biographical information and titles of talks
•   Coordinate  to obtain all necessary handouts, presentations, etc. for reproduction or for   inclusion in a program booklet

•   Manage exhibitor registration
•   Coordinate trade show needs with exhibitor
•   Mail confirmation/logistics information to exhibitors 
•   Provide a receipt to each exhibitor
•   Coordinate with meeting facility on exhibitor needs and layout
•   Manage exhibitors on-site

•   Schedule meeting rooms and specify meeting room setups, including a/v needs and   requirements
•   Coordinate catering arrangements
•   Schedule rooms for receptions, banquets, or other catered activities; select menus and   manage event details
•   Prepare detailed conference schedule and confirm all logistical arrangements with facility

•   Determine room block requirements for group
•   Research hotels and lodging options
•   Negotiate hotel contracts to include reduced group guest room rate, complimentary rooms and   upgrades
•   Research low-cost alternatives and arrange University housing and meal services when   appropriate
•   Arrange ground transportation and shuttle service as necessary
•   Provide staff to manage on-site registration and information services throughout the   conference
•   Prepare and distribute name badges and registration packets at conference
•   Manage all on-site meeting logistics with facility staff, including room set-up, room   temperatures, and audiovisual.

•   Collect and compile detailed statistics for conference categories including registration and   attendance, paper submissions, catering guarantees and actuals, hotel room usage, speaker     and poster sessions
•   Prepare a final conference summary
•   Submit final reports as required  
•   Prepare any packets required by CE agencies – evaluation results, speaker handouts, sign-in     sheets, etc.
•   Print and mail CE certificates as necessary.
•   Coordinate  and distribute thank you letters to speakers, panelists, facilitators, and hotel staff
•   Process invoices and travel reimbursement payments.

•   Participate on planning teams and provide advice on building agendas, incorporating themes,     recruiting dynamic speakers and trainers, creative brainstorming to make each event unique,     etc.
•   Provide note taking during planning meetings
•   Coordinate videotaping of event
•   Coordinate and host webinars with teleconferences
•   Poster Session management
•   Administer Call for Papers/Abstracts submission process