There are many tasks associated with managing a conference, whether large or small. Community Asset Builders, LLC concentrates on covering the details for you. Some of the services offered include:

Planning and Program Development
• Identify and visit with conference planning team in person or by teleconference
• Establish conference format and dates for the conference, often years in advance
• Develop a proposed operating budget, monitoring actual expenditures
• Develop facility bid proposals, conduct site inspections and recommend site selection to conference planning team
• Negotiate contract pricing
• Develop a timetable that includes all pertinent deadlines, particularly printing deadlines.
• Arrange planning/committee meetings
• Make recommendations regarding program content
• Solicit speakers through a Call for Presentations
• Develop contracts with presenters/speakers and negotiate fees and/or honorariums
• Obtain session presentation information and speaker bios for development of pre-conference materials, conference program and website promotional information.
• Address travel needs of presenters

Promotion and Registration
• Compile invitation lists, promotional flyers (postcards, pre-conference flyers, etc.)
• Develop vendor/exhibitor registration materials that include sponsorship, donation and advertising opportunities
• Develop professional promotional materials for printing and posting on the organization website.
• Establish registration fees for early bird, regular and late registration
• Establish registration procedures
• Respond to conference inquiries
• Process and confirm registrations
• Establish process for invoicing for payment
• Process payments by check and credit card (MasterCard and Visa)
• Prepare conference reports for conference planning team
• Prepare name badges, speakers cards
• Purchase and order appropriate name badge ribbons and lanyards
• Purchase or solicit donations/sponsorships for necessary conference packaging materials (i.e., totes, packets, folders, etc.)
• Establish on-site procedures and arrange set-up
• Supervise on-site registration
• Distribute registration packets

Facility Management
• Work with the facility and conference planning team to identify meeting room set-ups
• Determine audio-visual needs of presenters and arrange for equipment Locate and organize an email center
• Order ground transportation as needed
• Work with facility and conference planning team on events and entertainment (i.e., menu selection, cocktails, evening entertainment, etc.)
• Establish master billing and credit requirements
• Obtain local informational brochures, restaurant guides and maps
• Check set-up of meeting and function rooms
• Supervise set-up of exhibits
• Confirm meal and social function guarantees
• Coordinate materials delivery to session rooms
• Position signs and room locators
• Arrange for special events (i.e., golf tournaments)

Exhibitors
• Develop a vendor/exhibitor mailing list
• Provide exhibitors with information and registration materials (including opportunities for advertising, sponsorships, donations, etc.)
• Develop exhibitor contracts, obtain signatures and maintain exhibitor files.
• Design exhibits floor plan and assign booth space
• Serve as primary contact for exhibitors

Financial Review
• Review hotel master account
• Review and approve invoices for payment
• Provide closing Financial Reports
• Provide conference summary

General Services and Follow-up
• Implement point of sale for conference store, if necessary
• Develop session evaluation form and overall conference evaluation form
• Identify incentives for completing evaluations and visiting vendors
• Select and purchase souvenirs, gifts and awards, as necessary
• Design and produce signs or arrange for signs through facility
• Organize recreational/sightseeing activities, as necessary
• Plan spouse events, as necessary
• Make VIP arrangements
• Arrange for photographer and centerpiece arrangements
• Acknowledge volunteers and sponsors
• Send thank you to presenters and committee members

Community Asset Builders, LLC has conference planning experiences with conference attendance from as few as 150 attendees to more than 1,000 attendees. The services offered are most often tailored to meet the specialized needs of our clients. Community Asset Builders, LLC works with a leadership team to plan all aspects of your event, from site selection, budget development, promotion (including website promotion), and registration (including on-line registration).