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Define and establish meeting design and objectives |
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Site selection, inspection and negotiation of all requisite meeting space and sleeping room accommodations including internet, satellite and telephone set-up |
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Select and negotiate services and costs of transportation (air and ground), audio / visual services and equipment, computer equipment, decorating, entertainment, etc. |
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Coordinate, direct and manage the services of all suppliers and vendors throughout execution of event |
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Prepare and issue requisite documentation on behalf of the meeting/event to direct command the facility(s) and all suppliers in order to ensure that business meetings, professional tracks, social functions and all other group functions are successfully executed |
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Plan, negotiate, contract and execute all social functions including receptions, dinners, breakfasts, lunches, etc. and off-site activities including requisite entertainment (unless otherwise conducted by the sponsoring entity) |
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Participate in the negotiation and acquisition of liability and theft insurance coverage at the discretion of the corporation. Note: All charges for said insurance coverage is to be the responsibility of the client |
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Budgeting and financial management. Budgets will be projected vs. actual format |
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Negotiate and contract for all speakers, presenters, tours, entertainment and other special events connected with each meeting/event. Costs are as contracted |
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Prepare requisite documentation as to speakers' requirements for hotel, audio/visual equipment, travel, etc. |
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Prepare and mail, fax or e-mail confirmation letters to attendees, speakers, and guests |
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Generate monthly/weekly reports per schedule and agreed to by both parties. Reports shall include, but are not limited to, registration, class count, cancellation, debits |
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Develop, print and distribute specially designed invitations, agendas, name tags and conference informational material |
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Participate in company planning meetings as it pertains to the outlined meetings/events |
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Determine and produce Signage, if applicable - costs are as incurred |
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Prepare and issue requisite rooming requirements to the facility(s) |
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Negotiate and ensure compliance of airline group contracts |
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Initiate, maintain and manage database for registration process, which includes: registration of attendees, guests, speakers and staff (based on attendance) |
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Initiate and execute a Sponsorship Program, if applicable |
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Direct and supervise on-site coordination and staging |
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Provide documentation for periodic budget review with corporation/association |
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Audit of Master Account(s) on-site and to final undisputed resolution |
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Arrange and execute shipment to/from meeting/event(s) |
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Coordinate and manage equipment set-up and teardown, including contracting for labor and outside technical assistance, if applicable |
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Create, maintain and administrate floor plans for meeting room/exhibit set-up |
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Prepare air manifest (Arrivals and Departures) |
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Negotiate contract for specialty items |
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Schedule promotion and publicity |
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Produce and print meeting materials - costs are as incurred |
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Distribute gratuities |
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Evaluating/post meeting |
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Production management - costs are as incurred |
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Technical support |
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On line registration with fax or e-mail confirmations |
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Web development with registration link |
Note: Responsibilities and functions will vary in each meeting. With these key services, a number of reimbursements come directly from hotel and vendor commissions. |
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