Vision Quest Event Management

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CONFERENCE PLANNING

Conferences are large scale events where people network, learn exchange and grow. Hopefully delegates learn about themselves, their colleagues, the corporate goals and their competitors. At Vision Quest Event Management we place an emphasis on the conference design to ensure the program meets the client objectives, on time and on budget.

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Our Conference Planning services include:

  • DEVELOPMENT
    • Consultation, Research and Analysis
    • Development of a Planning Committee- to determine and exact, client needs
    • Brainstorming Ideas
    • Identify Goals and Objectives
    • Development of a theme or concept
    • Assist in Design and Management of event budget
    • Determine Registration Costs
    • Develop a Request for Proposal and distribute to potential host cities/venues
    • Create critical path/timeline
    • Develop and implement a site plan
      - conduct comprehensive site inspections
    • Procurement and Selection
      - procure and select vendors after evaluating quotes for competitiveness and satisfaction of event requirements and specifications.
  • PROGRAMMING
    • Help determine appropriate Keynote speakers and manage Keynote speaker requirements
    • Develop a Request for Proposal for Presenter procurement and selection
    • Conference Planning/Design
      - determine session topics
      - establish conference programs/activities/entertainment
    • Exhibition show management
    • Destination Management Services
    • Spousal Programs
  • REGISTRATION
    • Develop Registration Services
      - manage registration services including the creation of a registration flow chart,
      - development of delegate registration system; (capture of delegate demographic information, confirmation messaging, privacy policies, cancellation deadlines),
      - funds collection, change requests, badges
  • CONTRACT NEGOTIATIONS
    • Contract Negotiations
      - manage event administration, negotiate and administer contracts - point out risk management and legalities - understand the key components of event contracts
    • Procurement and Selection
      - procure and select vendors after evaluating quotes for competitiveness and satisfaction of event requirements and specifications
  • LOGISTICS
    • Conduct a food and beverage needs assessments
      - determine menus
      - special dietary considerations
    • Logistical Planning
      - floor plans, plenary seating, break out room allocations, exhibition show management, audio visual, staging, and simualtaneous interpretation requirements
    • Hotel Room block management
    • On-Site Management
      - staffing, emergency procedures
    • Equipment and Facility rentals
    • Electricity
    • Security and Emergency Procedures
    • Livery Services
    • Parking Logistics
  • EVALUATION
    • Conduct initial, mid and post event evaluations
      - ongoing dialogue and evaluation, debrief, post conference reporting, recommendations
    • Pre- Conference Meeting
      - meet with all vendors to ensure all event elements are addressed
    • Conference attendee demographics, delegate registration patterns