Annual Meeting Management

Introduction

Often, your annual meetings are the primary significant contact between your members and your leadership and staff, so it's essential that these meetings run smoothly and provide professionally useful instruction. It is Crow-Segal Manangement's job to handle all the meeting details so your leaders, speakers, and members can concentrate on the business at hand.

Through Crow-Segal Manangement's membership in the Professional Conference Managers Association, the American Society of Association Executives, and the International Association of Association Management Companies, our knowledge of meeting destinations and negotiating power is extensive and connected to a national and international network of contact resource people.

Crow-Segal Manangement assumes responsibility for the arrangement of all conference speakers and for the coordination of all pre-, on-site & post-annual meeting activities. We have experience in and can arrange for Continuing Medical Education credits or other licensure/designation requirements for conference educational activities. We are also experienced in working with groups who are CME providers themselves.

Event Objectives and Work Schedule Services

Crow-Segal Manangement is prepared to:

• Consult with the designated personnel to determine the objectives for the meetings;
• Coordinate all requested meeting logistics and activities;
• Establish and distribute a basic timeline with deadlines for critical functions.
  

Financial Management Services

Crow-Segal Manangement is prepared to:

• Assist in developing a comprehensive meeting budget;
• Provide reports showing actual vs. budget;
• Establish necessary accounts and authorizations in the Client's name;
• Review all invoices against contracts and services provided;
• Verify and code all bills to the appropriate line item;
• Provide a final financial report of the meeting.
  
  

Negotiations Services

Crow-Segal Manangement is prepared to:

• Assist with site selection; conduct site inspections and prepare recommendations based on the cost of the site and the suitability of the site, facilities, location, etc., for the event;
• Negotiate agreements with hotel properties and/or convention centers relative to all details and costs for the meeting, i.e., space requirements (meeting rooms, exhibit space rates and charges); sleeping room and suite rates; equipment and services; food and beverage selection and guarantees; signature of contract outlining all details and specifics;
• Coordinate arrangements for registration personnel, recommend outside services and event venues, and prepare promotional materials;
• Negotiate and contract with outside suppliers for audio/visual requirements, tours, transportation, drayage, entertainment, and other requirements.
  
  

Comprehensive Meeting Management Services

Crow-Segal Manangement is prepared to:

• Setup and staff a Client business office at the meeting;
• Develop and distribute all meeting materials, including, but not limited to, program books, syllabi, call for abstracts, and other Client literature;
• Solicit funding from industry sources for exhibits or grants-in-aid for support of the annual meetings;
• Provide on-site meeting management personnel necessary for all aspects of planning and managing all meetings on-site;
• Maintain the outlined schedule;
• Manage VIP arrangements, including travel arrangements, airport pickup, and sleeping room accommodations and amenities;
• Coordinate audio/visual requirements with presenters and speakers;
• Plan requested social activities;
• Develop detailed script of events for use by the hotel and contractors with all relevant details, including the schedule for functions listing date, time, room, setup, A/V, menu, or other special requirements;
• Schedule pre-convention briefings to review all arrangements and assignments with the hotel/convention center and outside suppliers;
• Schedule post-convention wrap-up meeting to review and assess all aspects of the event;
• Provide all follow-up support necessary, including but not limited to thank you letters to guest speakers and presenters;
• Present final report and evaluation with recommendations for the next meeting.
  
  

Registration

Crow-Segal Manangement is prepared to:

• Design and manage pre-, on-site, and post-meeting computerized registration system;
• Design, produce, and mail announcements and registration materials;
• Establish accounting procedures for the registration process, accept advance registration forms and process registration payments;
• Provide confirmations, badges, and appropriate event tickets;
• Manage registration on-site and arrange for security;
• Provide general information and message center;
• Assist in accreditation verification.