Conference Management Services

The Vendor is required to provide to purchase conference organization services for the annual precision oncology experimental therapeutics (POET) congress in university.
- Sponsor and Sponsorship Management:
• Creating sponsor package
• Soliciting sponsors and following up with sponsor contacts on commitment
• Completing online sponsor applications
• Tracking funding received by sponsors - following up on outstanding funds
• Confirming participation with executed contracts
• Managing contracts received from sponsors requiring signatures
• Managing sponsor expectations depending on levels – logos, etc.
• Communicating with sponsors regarding invitations, registration lists, sponsor registrations
• Coordinating sponsor set-up and strike on site
• Acting as on-site liaison for sponsors - Continuing medical education accreditation services:
• Support in agenda development to meet accreditation guidelines
• Completion and submission of accreditation applications with all supporting documents
• Creation of certificates, evaluation forms, and reporting of feedback and outcomes
- Hotel & venue logistics:
• Contract negotiation and oversight for hotel and meeting spaces
• Room block management, attrition tracking, and liaison with hotel staff (e.g., banquet captain)
• On-site venue coordination including room layout, signage, and coordination of shared hotel spaces
- Registration services:
• Design and management of online registration systems including automated confirmations and agenda updates
• Fee processing, dietary accommodations, attendance tracking, and real-time reporting
• Serve as main point of contact for delegate inquiries
- Catering & event logistics:
• Menu planning and coordination of all food and beverage functions within budget
• Management of receptions, welcome dinners, and meal scheduling
• Oversight of AV move-in/setup, staging, room layouts, and signage
• Coordination of special dietary needs
- Speaker management:
• Speaker invitations, travel/accommodation booking, itinerary changes, and honorarium processing
• Collection and distribution of speaker presentations and AV requirements
• Virtual participation planning, including pre-recordings and AV coordination
• Management of thank-you cards and speaker gifts
- Audio-visual (AV) services:
• Solicitation and negotiation of AV contracts, run-of-show planning, and AV team coordination
• Creation and review of conference slides and final AV billing
- Website & communications:
• Coordination of content updates (agenda, bios, hotel info, etc.)
• Management of e-vites and mailing list distribution
• Design and production of all print and digital materials, including signage, badges, and PowerPoint templates
- On-site conference management:
• Full on-site presence for all meeting hours, including registration desk staffing and last-minute logistics management
• Management of AV setup, food and beverage functions, and venue relations
• Coordination of delegate check-ins and on-site problem-solving
- Financial management & administration:
• Budget creation, tracking and reconciliation, with regular updates to university leadership
• Vendor payment and contract oversight, speaker reimbursements, and honorarium processing
• Post-event financial reporting and evaluation analysis.