Site Selection (Cities/Hotels/Convention Facilities) Conduct search based on client’s requirements for rates, food and beverage, audiovisuals, and any other specific needs.
Contract Negotiations Moderate reservation agreements for convention center, hotel, food and beverage, and audiovisual equipment.
Marketing and Theme Development Design visual campaign and strategies for promotion including development and distribution of customized print materials, emails, and website.
World-Renowned Subject Matter Experts Gain access to Virginia Tech faculty and their cutting-edge research.
Agenda Development Assist in developing program schedule including options for conference format and attendance at planning committee meetings.
Budget Development Collaborate with client to develop and prepare the program budget.
Registration Coordination Correspond with attendees, confirm receipt of registrations, answer phone and email inquiries, prepare nametags and participant lists.
Registration, Accounting, and Reporting Collect and deposit all registration fees. Provide client with listing of all registrants and conference cash receipts journal.
Online Registration Services Develop online registration form, receive and process registrations via a secure server.
Registration VIP’s Coordinate all VIP activities such as conference registration, hotel room reservations, and transportation to and from event.
Exhibitor Coordination Handle exhibitor mailings, exhibitor confirmations, booth assignments, exhibit hall layout and design, selection and coordination with decorating company.
Speaker Coordination Confirm speakers, coordinate audio visual requirements, hotel arrangements, and speaker ready room.
Meeting and Room Arrangements Ensure client’s specifications for meeting room setups, audiovisuals, and any other requests are met. Handle development and review of all banquet event orders.
Food and Beverage Arrangements Ensure client’s specifications are met for food and beverage functions including menu selection, room setup, room decorations/theme, VIP and general seating.
On-Site Representation Coordinate registration, pre- and post-convention meeting, food functions, audiovisual needs, VIP requirements, and more.
Off-Site Events Research options and provide recommendations for any off-site event that may take place during the program.
Off-Site Events Coordination Coordinate program off-site activities such as lunches, dinners, golf outings, field trips, etc.
Financial Management Manage budgeted funds from inception to completion, including revenue collection from participants and payments to vendors and speakers.
History Tracking Provide client with history of meetings including hotel sleeping rooms utilized, total volume of food and beverage consumed, and other expenditures incurred during the conference.