Event Planning

Conferences and conventions are critical in providing value to members. We strive to provide a positive and rewarding conference experience which instills confidence and creates loyalty.

Meeting Strategies International (MSI), a division of OMG, is able to offer some or all of the following meeting planning and event management services:

SPONSORS

  • Develop a sponsor contact list by identifying and contacting prospective vendors regarding sponsorship opportunities and conference exhibit space.
  • Develop prospectus and sponsorship materials to be provided to vendors detailing the sponsorship benefits.
  • Coordinate communications and events for those vendors who meet the sponsorship levels.
  • Plan and coordinate exhibitor space in concert with the hotel decorator.
  • Invoice vendors and receive and deposit payments.
  • Provide on-site assistance for exhibitors and sponsors.

HOUSING

  • Plan and coordinate the hotel contract, maintain contact with the hotel conference planner and troubleshoot problems.
  • Develop agreement regarding meeting space needs.
  • Develop, communicate and troubleshoot issues related to sleeping room blocks.
  • Attend pre- and post-conference hotel meetings regarding reservations, activities and follow-up.
  • Plan and develop a list of hotel contracts for use before, during and after the conference.

FINANCIAL

  • Receive, deposit and record all funds associated with the conference.
  • Prepare detailed conference budget based on current estimate when requested and respond to all budget inquiries and any changes in a timely manner.
  • Maintain current and accurate conference budget and actual numbers providing updates as requested.
  • Review, approve and pay all conference charges including hotel charges.

PROMOTIONAL

  • Develop detailed program including plans for special dinners, receptions, activities and entertainment.
    Design and develop registration form, program agenda, brochures, flyers, e-mails, etc. for publication.
    Plan and complete advertising for members and other organizations with brochures/e-mails/notices/etc.
    Develop conference ads for professional newsletters.

REGISTRATION

  • Develop and process print & online registration forms.
  • Send registration acknowledgments weekly.
  • Ensure all registration information is maintained in a database and is current on a weekly basis.
  • Reconcile registrations to payments received.
  • Perform on-site registration.

FUTURE SITE DEVELOPMENT

  • Recommend conference locations
  • Follow up on room block, rates, meeting space changes.
  • Send out and coordinate bid notices to prospective hotels.
  • Review menus and compare food costs for each site.
  • Perform site visits when needed.
  • Meeting space arrangements.

EVALUATIONS

  • Develop and administer evaluation process for attendees.
  • Tabulate, summarize and report results to the Board of Directors.