Meeting Strategies International (MSI), a division of OMG, will work in tandem with the your association's Board of Directors to provide conference and seminar management services. Conferences and conventions are critical in providing value to members. OMG professionals know the importance of this value and the members’ meeting experience. Developing these types of relationships during meetings creates a positive and rewarding conference experience which binds a member to the Association and creates loyalty.
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.
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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.
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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.
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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.
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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.
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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.
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EVALUATIONS
- Develop and administer evaluation process for attendees.
- Tabulate, summarize and report results to the Board of Directors.
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