Event Management Services

The Vendor is required to provide comprehensive professional event management services for their international microbiome conference which unites experts in the field of microbiome research.
- Strategic Planning & Venue Sourcing
•    Conducting deep discovery meeting to ensure alignment on visions, goals, and scope
•    Providing strategic guidance on venue choices, use of rooms, flow of event days, guest experience, and high-level budget investment choices
•    Managing venue negotiations and contract review
- Budgeting & Quote Negotiations
•    Drafting event budget based on stakeholder input and partner quotes
•    Negotiating pricing with all vendors throughout planning and budgeting process
•    Completing post-event reconciliation within 45 days of event conclusion
- Event Planning & Production Management
•    Planning for full guest experience, including venue management, food/beverage design and plans, and all technical production (audio, lighting, video, staging, cameras)
•    Defining all onsite branding opportunities and signage/graphic design needs for in-house designer
•    Sponsorship execution and fulfillment
•    Creating and editing scaled ground plans and room renders in VectorWorks
•    Building guest wayfinding plan
•    Fulfilling insurance plans
•    Creating production schedule
•    Completing safety documentation
•    Hosting team briefings and production meetings with all necessary vendors
- Technical Scripting & Screen Content Management
•    Building out and managing technical show-calling script for plenary main stage and up to five additional stages
•    Managing screen content needs
•    Reviewing all screen content with content developers and sorting and filing for show calling and operation
•    Sorting and filing speaker decks for playback and deploying to applicable operators
•    Managing run of show document for all event rooms, including review of emcee script
•    Hosting three (3) pre-event week virtual calls to review run-of-show with clients and VIPs
- Registration Site, Hotel Block & Badging Management
•    Building and managing registration/ticketing e-commerce event site
•    Managing event inbox for attendee queries
•    Vetting and proposing hotel block options and negotiate contracts
•    Managing attendee badge creation
•    Drafting and sending guest communication emails
•    Ongoing management and monitoring of guest registration and ticketing site
- Meetings, Project Management & Administration
•    Managing all applicable elements of event using customized project action plan document
•    Managing changes to timeline and priorities as needed
•    Attending virtual planning meetings with clients
•    Preparing agendas for all client calls and compiling meeting minutes for task tracking
- Post-Event Reporting
•    Completing budget reconciliation with full expense breakdown
•    Preparing post-event insights gathering strategy, including attendee surveys and attendee data summary
- Ability to provide end-to-end event management, including budget oversight, registration system administration, speaker coordination, and on-site production
- Ability to work alongside post-secondary education organization leadership, communications and other operations teams
- Ability to deploy dedicated team which includes owner or CEO for strategic pre-event planning and full on-site support (17 staff members) during conference execution
- Ability to deliver well-branded, professionally designed communications, including signage, registration kits, email marketing, and social media graphics
- Strong logistical and vendor coordination skills, including AV, staging, catering, transportation, and security arrangements.