Meeting & Convention Management
Site Selection | Contract Negotiations | Registration & Database | Sponsorships
Program Development | Abstract Submission | On-Site Logistics | Speakers/Faculty Arrangements
Catering | Audio/Visual | VIP Services
Tradeshow & Exhibit Management
Contract Negotiations | Booth Sales | Floor Plan Design & Layout
Promotion | Registration
Air & Cruise Travel Arrangements | Ground Transportation
Group Incentive Travel
Development & Distribution of Marketing Materials
Publication Design & Layout | Web Design | Maintenance
Budgeting | Reporting | Accounts Receivable | Accounts Payable | Honorary Settlement
Strategic Planning | Program Development | Grant Writing
Foundation Management | Membership Recruitment & Retention
Fundraising Events | Accreditation (CME, GME) | Hands-On Laboratories
Product & Procedure Demonstrations | Survey Development & Data Collection
Budgets and Timelines
As target dates and locations are determined, we will develop complete budgets and timelines for each event, so that you know what to expect and when.
Site Selection and Contract Negotiation
We will identify appropriate venues in target cities, submit RFPs based on your event specifications and negotiate the best contract possible, including meeting room rental, sleeping room negotiations, catering pricing, and food and beverage minimums. Once completed, we will monitor contracts for deadlines, deposit dates and cutoffs.
We are able to create a website for each event, complete with corporate logos, product information and marketing images. These sites will provide attendees with relevant information: dates, times, venue information, links to associated sites, and also allow attendees the option of registering on-line. Our websites integrate directly with our database in real-time, we are able to provide accurate, up-to-the minute reporting. We can also make standard reports such as registration numbers and session rosters available for direct access at your convenience. Customized reports can be provided upon request, usually within a few hours.
Marketing and Graphic Design
Our marketing consultant will design print and on-line versions of brochures and invitations in a template that can be edited and produced on a quick turn-around, allowing us to send out high-quality, professional-looking marketing pieces on very short notice.
Invitations and marketing pieces will be mailed to lists you provide, or we can assist with advice on reaching your target audience by arranging for rental of appropriate mailing lists. We can also provide assistance with getting the best possible postage rates while following USPS guidelines.
Attendees have the option of registering on-line, by phone or by fax. On-line and phone registrations are processed in real-time and a confirmation is issued immediately by email. Fax registrations are processed and confirmed within one business day.
Change of schedule or venue? We can alert attendees automatically by email or fax to any changes or other important information. Our staff will respond to inquiries in a timely, efficient and professional manner.
We will establish a Call Center for attendees, staffed from 8:30am to 5:30pm Eastern, Monday through Friday. Extended hours of operation and toll-free access can be arranged.
Faculty/Speakers’ Correspondence and Travel
We will confirm all of your faculty and speakers, assist with their travel arrangements, coordinate reimbursement requests and payment of honorariam.
Live Demonstrations and Labs
We will assist in monitoring for appropriate medical licensure of the faculty performing live demonstrations and obtain appropriate releases from patients. We will also coordinate shipping of equipment and supplies to venues for timely arrival, confirm delivery and, if necessary, arrange for back-up equipment. Our staff has experience in coordinating hands-on training programs.
Audio Visual Services
The Forum Group will work to provide your event with the most appropriate AV services. Proper visual projection requires clear images, accurate color portrayal and proper lighting to avoid shadows. In the case of Image Magnification (IMAG) for live demonstrations, a cameraman who understands these subtleties can work with the faculty to obtain a clear angle on the procedure without being in the way. For these types of needs, equipment for IMAG (camera, lighting, computer and projector) can be provided by The Forum Group and shipped to the venue. More generic equipment (screen, dress kit, microphones, and sound) can be rented on-site or from a local AV company. Additional equipment and services (stage sets, lighting, audience response systems and technical services) can be secured at your direction.
Each event will be staffed by an adequate number of trained personnel to provide on-site management services including supervision of room sets and audiovisual services, ground transportation, registration, catering and security.
After each event, we will review and reconcile all billing and invoices, resolve all discrepancies, and provide a complete breakdown of costs. We will also provide any reports needed, such as registration and attendance figures, rosters and response rate for invitations on a timely basis.