Annual conferences are often an association’s flagship experience, and as such, responsibilities to plan a conference generally span the entire year before the event, requiring constant and concerted planning and a clear vision. We offer two decades of time-tested experience managing conferences, trade shows, and events. Our ability to manage the inherent complications in event management were forged in the fire of actual crisis that we resolved skillfully. Ours is not a theoretical knowledge, but an applied knowledge of site selection, contract negotiation, marketing, social media development, sponsorship procurement, format and agenda/sessions development, budgeting, participant billing, vendor payment, volunteer coordination, and on-site staffing.
Our skilled leadership and time-tested experience managing events has resulted in increased membership, enhanced awareness, non-dues revenue development, and cost savings. We have managed conferences and trade shows for up to 1,500 people, with more than 100 booths, 300 speakers. We have also organized dozens of tours and social functions, as well as concurrent VIP events. Additionally, we have organized mixers, networking socials, golf tournaments, awards ceremonies and independent conference consultants. Regardless of the venue, theme, or size of the volunteer base, our goal is to maximize your conference experience while streamlining costs, increasing revenue, and practicing world-class service at every turn.
- Research future sites, organize visits by members of IMC Board, if required, and negotiate prices and fees. Arrange to visit conference sites to assess rooms, meeting rooms, local amenities, etc. as required.
- Included in a typical contract are sleeping room prices, housing for VIPs (Comp. rooms), including the Board and speakers. Additional contract items include A-V equipment, overflow hotel, services for the hearing impaired, and exhibit space, possibly including a computer room.
- Working in conjunction with the program committee, develop a conference timetable that includes scheduling of sessions, speakers, committee meetings, and the use of A-V equipment.
- Provide support personnel to handle registration, badges, tickets for special events, monitor exhibits, set up and monitor IMC displays, assist speakers, prepare signage, maintain a message board, coordinate work of volunteers and assists conference program chair and participants as required.
- Develop and/or update a prospectus to solicit vendors, exhibitors and sponsors.
- Develop registration materials, process advanced registrations, prompt participants to register via e-mail notification, process on –site registrations, distribute materials, badges, collect fees, track and report the number of people registered and actual attendance.
- Arrange for travel, complimentary rooms if appropriate, and transportation to and from the airport.
- Negotiate menu and prices for receptions, meeting rooms, and all meals usually including one gala celebration.
- Organize the participation of all exhibitors at the conference.
- The sale of exhibit space and sponsors is on a commission-only basis and is currently outsourced.
- IMC has traditionally used an independent conference planner but is willing to consider the AMC’s conference planner services on a competitively-bid basis.
Conference Program Development
- Receive proposals for conference presentations and work with the Program Chair and Program Committee to develop a system for proposal review and program development.
- Enter and format data for speakers, session titles, participants, and abstracts. Develop electronic file for conference program.
- Send out acceptance and rejection letters to conference speakers.
- If required, solicit bids from printer and work with printer to produce and distribute conference program.
- Proofing and overseeing all final galleys in conjunction with the Program Chair.