Conference & Meeting Management

Whether you are planning a large conference or a series of workshops, all events require a multitude of logistics to be successful. We partner with you to handle what you need when you need it, reducing the cost of full time staff and taking the aggravation of meeting planning out of your office. We give you access to knowledge and creativity you would not otherwise have. Most importantly, because we have done this for more than 20 years, we do it more efficiently and in a more cost effective way.

Logistics Management

Choosing a conference site can be intimidating. Conference Solutions will advise you on your site needs, search for an appropriate venue and conduct contract negotiations for optimal results. As experienced meeting planners, we help reduce your expenses by negotiating the best rates for hotel accommodations, meeting space, food and beverage, audiovisual equipment and more. Because of our years of experience, we not only know what to do, but what NOT to do to make your event a success.

Once the preliminary work is done, there are still many more details to attend to. Conference Solutions will manage your speakers and exhibitors and make sure you have the A.V. you need where you need it. Our experience allows us to work the percentages when planning and ordering meals for your participants. Our onsite staff will know your meeting inside and out and will be there to manage all of the onsite details.

Site Selection

  • Site research
  • Site negotiations and contracts
  • Hotel guest room blocking
  • Hotel rooming lists
  • Meeting rooms
  • Onsite conference management

Conference RoundsConference Logistics

  • Budget development and management
  • Conference timetable
  • Meet with conference site staff (including sales and catering managers) and Client delegation at the meeting location, to ensure solid communication and cooperation throughout the event.
  • Block meeting rooms, audio-visual equipment, banquet functions, and maximize space based on determined conference program.
  • Exhibits management
  • Manage sponsorships and donations 
  • Food & Beverage selection
  • Work with venue to complete Event Orders
  • Communicate meal guarantees based on registration numbers and/or historical data.
  • Onsite conference management and troubleshooting

Speaker and Program Management

  • Manage Request for Presentations
  • Accept/decline presentations with program committee guidance.
  • Communicate with Speakers and Presenters on a scheduled basis.
  • VIP Speaker management
  • Session blocking and room assignments
  • Assemble and proof the program
  • Work with printing company to meet deadlines/requirements.
  • Presenter packets

Meeting Promotion & Materials

Your initial conference advertisements can make or break your meeting, seminar or conference. Conference Solutions will work with you to produce promotional materials to encourage attendance and generate revenue.

Your professional appearance onsite is what makes your meeting memorable. Let us help you put together impressive registration packets, signs and materials that will make a lasting impression.

  • Invitations and Announcements
  • Promotional Materials
  • Nametags/badges
  • Meal and function tickets
  • Registration packets
  • Meeting Accessories
  • Signage
  • Program blocking
  • Program production and printing
  • Training materials assembly
  • Arrange special activities

How can we help you? Click here to request a custom estimate for your upcoming conference, meeting or workshop!