Surgical

SCOPE OF WORK

ADMINISTRATIVE MANAGEMENT

Maintain headquarters office, business records, and insurance policies for the society.

EXHIBIT SHOWCASE

Includes management of email and phone campaign to secure exhibit hall with appropriate vendors. Assisting with designation of space, set up, and teardown of materials.

Audio Visual

Includes collecting all a/v needs for conference, computer and office equipment requirements for transcriptionist and registration areas, communicating and negotiating pricing with vendor, obtaining detailed budget projections from vendor based on specific anticipated needs, reviewing modification of needs with vendor and providing a detailed outline of onsite needs to vendor.

Miscellaneous Vendors

Includes securing /maintaining services for the following miscellaneous vendors on site: Florist, Caterer, Entertainment, Off Site Venues, Tours, Gifts, Equipment or A/V rental, Tennis, Golf, and Busing (where applicable). Through preparation of request for proposal/comparison report and recommendation to Client, confirmation of vendor, confirmation of on site schedule and logistical requirements, point of contact for onsite and reconciling of final invoice.

CME Credit Management

Includes timely application and submission of necessary disclosures and management of conflict resolution as well as follow up procedures to ensure CME credit delivery to attendees.

On Site Time

Assumes full onsite staff participation by two (2) Meeting Consultants

Educational Grants

Includes preparation of documents and application to up to 10 recommended companies.

Post Conference Report

Includes preparation of final comprehensive report to include the following: Final reconciliation of hotel master account and vendor invoices, final summary of budget notes & assumptions, recommendations and observations for future meetings, final registration and housing report, and cost savings report.

Executive & Committee Meetings

Includes preparation of supporting presentation materials for Executive Committee meeting (to include budget projections for event, and futures report), as well as preparation of materials for any additional reports or future updates to be presented.

Program Development

Includes communication with program committee from abstract submission to final print. Proof reading and accuracy checks. Advising faculty in cost saving measures such as paperless options and by reducing printing costs.

Exhibit Showcase

Includes management of email and phone campaign to secure exhibit hall with appropriate vendors. Assisting with designation of space, set up, and tear down of materials.

Registration Management

Includes general clerical support to consist of updating of existing registration database, development of registration form for initial conference membership mailing, processing of registration forms upon receipt, sending confirmations to attendees, recording payments received, pulling reports, preparing name badges, tickets and on site registration packets.

Food & Beverage

Includes preparation of detailed food & beverage budget, to include menu selection notes & assumptions, maintaining f & b guarantees and actuals on site, and tracking accurate f & b history of individual functions.

Signage

Includes creation and placement of directional signage and CME compliant sponsorship signage.

Futures

Includes preparation of request for proposal for up to three (3) cities for next open year, preparation of detailed site search report, confirmation of final site and negotiation of hotel contract.

Speaker Assistance

Includes presentation of speaker instructions and assistance with transportation, accommodation, disclosures and planning.

Housing

Includes monitoring and adjusting housing block, tracking on a weekly basis housing pickups against block and history, and distribution to client, managing relationships with hotel property, making necessary revisions to housing block, preparation and compilation of VIP housing list, comparison of registration list to housing list, tracking of housing pickup to ensure limited attrition exposure, final housing pickup report and collection of hotel commissions owed, assignment of comps and any special related rooms to vips, speakers and staff.

Sponsorship

Includes management of event sponsorship by interested companies of dinners and events outside CME program.

Meeting Specifications

Includes compiling all necessary information for meeting specifications, preparation of documents to various venues (ie: hotel, off site venues where applicable) review and approval of final banquet event orders, and confirmation of all final arrangements

Transcription

Includes transcription of annual business meeting.

Membership Campaign

Includes monitoring and adjusting membership database. Assisting with new membership applications and colating reports.

Welcome Reception

Includes management of event sponsorship by interested companies of dinners and events outside CME program.

Website Development and Updates

Includes management of contract with current vendor Gold Star Web.

BUDGET

Create new budget that reflects transparent management. Priorities dictated by faculty to create strategy for sound financial meeting management.

FINANCIAL MANAGEMENT

Oversee the daily administration of Society finances. SCS will submit monthly reports to Treasurer as prepared by the accounting dept. Tax return documents and any audits as required by Executive and Finance Committees.

GRAPHICS

Includes management of creative development for
future logos and headers used to advertise meetings and onsite signage. Save the Date
postcards, registration forms, and exhibit prospectus.

MEETING MANAGEMENT SERVICES

Set in place meeting objective in conjunction with Program Chair and Executive Council. Oversee the total management of Annual Meeting and related post grad courses and programs.

MISCELLANEOUS VENDORS*

Includes securing /maintaining services for the following miscellaneous vendors on site: Florist, Caterer, Entertainment, Off Site Venues, Tours, Gifts, Graphics, Web design, Equipment or A/V Rental, Tennis, Golf, and Busing (where applicable). Through preparation of request for proposal/comparison report and recommendation to Client, confirmation of vendor, confirmation of on site schedule and logistical requirements, point of contact for onsite and reconciling of final invoice.

MARKETING PLAN

Start the marketing plan objectives with faculty.
Options include Save the Date banners on site at
meeting, postcards sent to membership and
other vascular societies cross promotion. Promote the meeting via monthly email blasts, web dates, social media, and press releases. Using member driven content publish and distribute newsletters and digital media sharing.

ON SITE TIME

Assumes full onsite staff participation by two (2) Meeting Consultants.

MEMBERSHIP

Maintain society’s membership database. Collect and distribute new member applications from those who have attended at least one annual meeting. Collect materials for membership billing each January, by photocopying, and collating materials for mailing. Labeling envelopes and stuffing materials (estimated 4 pages per mailing), sealing envelopes, return address labels, and mailing of materials.

SITE SELECTION

Establish working timeline with deadlines for critical functions and distribute to Executive and Program committees.

TIMELINE AN D DE LIVERABLES

Distributed to Executive Council for approval

TRANSCRIPTION

Includes transcription of annual business meeting

SOCIAL MEDIA

Design and maintenance of optional society Facebook page, T witter feed and other appropriate web based pr omotional tools as directed by faculty.

SOCIETY N EWSLE TTER

Develop Society’s Newsletter including the design, printing, and distribution of the electronic newsletter.

SPEAKER A S SISTANCE

Includes presentation of speaker instructions and assistance w ith t ransportation, ac commodation, disclosures a nd p lanning. Co mmunication a nd coordination of speakers with confirmation l etters, a nd a rrival w elcome p ackages. Planning of invited lecturers and honorariums.

SPONSORSHIP

Includes management of event sponsorship by 15 interested companies of dinners and events outside CME program. Development and maintenance of new sponsorship benefit package that reflect industry standards.