Conference Management
Marundeshwara specialises in giving their individual attention to every meeting, conference or event. Whether it is complete conference management or specific activity management, we can coordinate the details with the conference objectives.
We pay close attentioin to the individual needs of each meeting for each client. We offer a comprehensive array of services, each with the potential to be an important ingredient for the success of the event.
Pre-conference
Planning and Development
- Establishing the meeting/conference format and dates
- Preliminary budget
- Site inspections and site selection
- Negotiate and contract hotel/facility
- Establish action timetable and deadlines
- Schedule committee meetings
Programming
- Liaison between speakers and conference committee
- Obtain presentation materials from speakers
- Arrange lodging & amenities of speakers
Promotion
- Establish mailing lists, press kits and advertising
- Create and host event web site
- Design promotional materials for print and web site
Registration
- Respond to telephone, mail, email and FAX inquiries
- Process registrations; receive, record, confirm
- Process payments; check and credit card
- Prepare registration/financial reports
- Prepare name badges, speakers cards
Facility
- Design room set-ups
- Provide on-site office facilities
- Order audio-visual equipment and personnel
- Ground transportation
- Coordinate food and beverage with special menus
Coordination for Exhibitors
- Provide exhibitor information kit
- Design exhibits floor plan and assign booth space
- Act as ongoing liaison with exhibitors
Staffing Assignments
- Determine staff requirements
- Recruit volunteer or hire appropriate staff
- Communicate job requirements and schedule to staff
- Conduct staff training
Additional Services
- Select and purchase souvenirs, gifts and awards
- Design and produce signage
- Recreational/sightseeing activities
- Entertainemnt for spouce
- Negotiate airline travel and car rental discounts
- Negotiate and contract show decorator
- VIP arrangements
- Music and theme entertainment
- Photography and floral decorations
During the Conference
Facility Management
- Liaison with meeting facility
- Check set-up of meeting and function rooms
- Supervise set-up of exhibits
- Confirm food and social function guarantees
- Distribute gratuities
- Coordinate materials delivery to session rooms
- Position signs and room locators
On-site Registration
- Establish on-site procedures and arrange set-up
- Supervise on-site registration staff
- Distribute meeting materials and handouts
- Expedite check-in and check-out procedures
Additional Responsibilities
- Supervise press room and message center
- Handle special requests
- Arrange VIP greeting and amenities
Follow Up
Financial Review
- Review hotel master account
- Review and approve invoices for payment
- Provide closing Financial Reports
- Provide meeting summary
Individual Communications
- Send individual acknowledgements to delegates
- Issue "thank you" notes to presenters & committee
