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 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.
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. Direction and management of SCS
vendor Matt Kemp, Artistic Director* 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
2015 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
S
E
LECTION
Es
tablish working timeline with deadlines for critical
functions and distribute to Executive and Program
committees. Identify future meeting sites, make site
visits,
a
nd
es
tablish
h
o
tel
p
rocurement
p
roc
edures.
Negotiate hotel agreements and select sites for all
programs.
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.
SONSORSHIP
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.
