CME Planning Services - List of Services

Following is a detailed list of fee-based services that CME Planning Services can provide. Not all of the services listed need to be included in the contracted planning. Also, if other services not listed here are needed, we will do our best to assist you.

Develop and Manage Planning Agenda/Coordinate and Lead Planning Meetings

Develop Timing and Action Plans

Help Identify Facility and Service Requirements

Program Agenda:

establish clear goals and objectives
help identify experts/speakers
assist with developing meeting content, instructional activities

Abstract Collection

assist with development of custom abstract collection site*
assist with abstract collection
train abstract review committee on use of abstract site
assist with printing of abstract

Site Selection and Reservations:

meeting rooms
receptions
exhibit space
meals
lodging
off-site activities

Negotiate Contracts/Rates for:

meeting/event space
exhibitor space
overnight accommodations
meal functions
media technology equipment and services
local transportation, parking
offsite leisure activities, tours, entertainment, and security

Pre-Event Meeting Space Management:

customize meeting room needs session-by-session
order meeting space furniture and equipment
liaison with event site for meeting room set-ups

Budget Development and Financial Management:

develop and monitor program budget
invoice and process sponsorships
process checks, credit-card sales, and participant refunds
provide eligibility for tax-exemption status
process payment of speaker fees and honoraria
process expense documents, purchase orders, and receiving reports
communicate with and invoice organizations/vendors
provide financial accounting of program income and expenses

Registration Services:

create conference registration database
create custom registration page
register conferees for workshops, tours...
collect income from attendees and exhibitors
deposit registration fees in conference account
provide receipts
issue refunds and credits
provide ticketing for events, meals, tours...
provide up-to-date attendance reports
print and assemble standard UW-Extension Conf. Centers name badges (see Other Misc. Services below for custome nametag services)
set-up and staff on-site registrations
distribute conferee packets
process on-site registrations

Website

assist with design and development of custom Website
produce website text as needed
manage timely updates to Website

Marketing and Promotions:

review conference marketing/promotional plan
coordinate graphic design and branding of event
coordinate design and printing of all print materials: save-the-date cards, program book, signage, etc.
assist with mailings, meeting announcements, and media, publicity, and public-relations activities
select and purchase marketing merchandise (e.g. t-shirts, tote bags, water bottles, etc.)

Travel, Lodging, Transportation, and Parking for Attendees:

provide travel and lodging information
assist with bids for group flights and serve as ticketing agent liaison
assist with travel arrangements for participants
secure and manage hotel room blocks
arrange for local transportation (shuttles, buses, etc.)
coordinate parking and reserved parking permit process (if applicable)

Speaker/Presenter Needs:

assist with special travel and lodging arrangements
arrange for local airport-hotel transportation
assist with orientation to campus/community for speakers
assist speakers with audiovisual and technical needs, and place order
facilitate paperwork and delivery of honorariums

Catering:

assist with menu planning
assist with catering arrangements (incl. set-ups, etc.)
confirm final counts
oversee and troubleshoot on-site catering

Instructional Technology:

arrange a/v and instructional media equipment and services
arrange audio and/or video recordings
arrange satellite downlinks
arrange live broadcasts
arrange streaming web video

Conferee Packets:

create and/or coordinate printing and distribution of handout documents
select and purchase packet materials (folders, pens, bags...)
assemble conference packets
distribute conferee packets

Exhibitor Needs:

advise on appropriate exhibit fees
arrange for exhibit space
determine exhibitor equipment, technology, electrical needs and order accordingly
design exhibit layout

Off-site Tours, Leisure Time Activities, Entertainment:

research, plan, contract, and oversee off-site events, tours, entertainment and activities
secure group event tickets
set-up and oversee off-site transportation

On-site Event Management:

serve as local information source and host
set-up and staff on-site information booth
facilitate delivery all event materials to site
post and keep updated on all on-site signage
greet conferees, speakers, exhibitors, entertainers, guides...
ensure quality standards of excellence are met
resolve operational problems
check room setups and technical equipment requirements
oversee catering/meal services
oversee social functions, entertainment
oversee shuttle service, parking etc.

Other Miscellaneous Tasks:

design and printing of tent cards for presenters, exhibitors, poster boards, etc.
facilitate design, printing, and assembly of custom nametags*
coordinate volunteer training
coordinate the awarding of CEU's, academic credit,
create and distribute customized letters of attendanceand certificates of completion
arrange translation services (ASL/foreign language)
manage business services center for participants/speakers/exhibitors

Evaluation and Follow-up

develop and distribute follow-up survey
write and send thank you letters
research, order, and deliver speaker welcome/thank-you gifts
process post-conference payments
provide detailed financial report

*denotes that an additional one-time setup fee may be required