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Assist in venue site selection
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Negotiate hotel contract room block, rate and amenities
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Contract negotiations and vendor relations
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Arrange hotel master rooming list for VIPs/speakers
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Assist with development of conference of budget
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Assist with development of conference timeline
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Facilitate scheduled planning committee meetings
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Database development and management
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Public and Media Relations
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Ensure coordination of conference volunteers
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Transportation Planning
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Obtain all required permits and licenses
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Special Event/Entertainment/Decor/Signage Planning
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Assist with speaker coordination and contracts
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Confirmation of all speakers and illustrated paper presenters
Confirm attendance, gather bios and photos, A/V requests
Assist with formatting and layout of official conference program
Assist with program updates for website updates
Onsite management of audio visual equipment
PowerPoint presentation development for general sessions
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Assist with coordination of pre- and post- conference tours
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Coordinate purchase of conference giveaways and awards
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Conduct pre-conference walk-through of convention center and hotels
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Provide a complete post-conference survey report
- Menu Selections and Guarantees
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Bid and contract for catering services
Coordinate reception and banquet event orders
Coordinate room layout for all food and beverage events (breakfast, luncheons, receptions, banquets)
Complete, submit, and approve banquet event orders
- Awards/Banquet and Luncheon
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- Save the date promotion card
- Conference registration program
- Official conference program
- Exhibitor and Sponsor registration brochure
- Special Event Invitations
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