CONFERENCE MANAGEMENT

Spirant provides complete conference planning services. From planning to promotion to the main event, we will oversee every facet of your meeting. Our attention to every detail of the meeting assures it will be a success.

Sponsor and Delegate Acquisition

• Assist in establishing levels of sponsor support
• Design and distribute exhibitor prospectus
• Secure exhibitors and sponsors through personal communication, save-the-date announcements and exhibitor prospectus mailings
• Collect commercial supporter fees and manage all pre-and post-conference communication with designated company contact
• Manage pre-meeting registration and on-site registration services through a web-based system.
• Provide confirmations, payment receipts, proof of attendance, name badges and visa letter for international travel
• Track multiple fee categories, segregation of members, non-members, guests, sponsors, etc.

Administrative Functions

• Function as the central office for meeting correspondence
• Assume all responsibility for all inquiries from attendees, exhibitors, vendors, etc.
• Work with meeting committees

Vendor Coordination & Management

• Coordinate and manage outside vendors such as facilities, food and beverage, audio-visual, photographer, entertainment, security, transportation, staffing agencies, etc.
• Obtain multiple bids and provide recommendations to the appropriate committees
• Liaison with key vendors (i.e., technical director, graphic design firm, web team, etc

Website Services
Work with designers and web team to create a website to include Call for Papers, meeting registration, hotel reservations, scientific program details, important dates, social events, commercial supporters' information, exhibition hall floor plan, photography, offsite tours, etc.

Conference Promotion

• Work with graphic designers and printers on brochures, ads, registration packets, badges, signs
• Design logo and meeting letterhead
• Secure mailing lists and coordinate mailings
• Advertise conference in selected medical journal(s)
• Establish web site for participant/exhibitor registration, abstract/poster/video submissions, hotel reservations and general meeting information
• Solicit exhibitors/sponsors