The participants do. Costs incurred to conduct a conference, including
the cost for OCI’s service, are generally covered by participant registration
fees, and may be supplemented by grants, exhibit fees and sponsor contributions.
Meeting Logistics
We handle hotel arrangements from the site selection process through
the contract negotiation for amenities such as guest room blocks, meeting
space, meal functions, and other special services as required. Due to the
volume of events we manage each year, we are experienced at negotiating
significant rate concessions from hotels and other vendors.
Audio Visual Operations
We will schedule, order and coordinate the operation of audiovisual
equipment for your group. Rental of AV equipment can often run into the
thousands of dollars, and with hands-on management, we can negotiate maximum
service at the most reasonable price without compromising quality.
Printing and Graphics
We’ll design and produce printed announcements, brochures, agendas,
proceedings, abstract books, registration cards, conference letterhead,
and signage, all with a logo tailored specifically to your group. If desired,
we’ll arrange to have customized materials such as name badges, certificates,
notebooks, portfolios, T-shirts, canvas bags, and other specialty items
created for your participants.
Promotion and Publicity
The key to a successful event is getting the word out to the right
people. Promoting your conference is one of OCI’s fortes.
We’ll prepare and disseminate conference announcements to associations
and trade publications for their “Calendar of Events” sections. Let us
help you generate widespread publicity for your conference. We use both
the printed and electronic medium to get the word out as quickly as possible,
and can also assist you with generating mailing lists.
Conference Web Site
Perhaps most important we will develop and maintain a Conference Web
Site exclusive to your event. Through this web site, we can accept online
conference registrations, establish links to other websites of mutual interest,
link to attractions in the area of your conference and promote the conference,
publicize field trips and special events using color photographs and enticing
information.
Registration Processing
If you’ve ever been involved in the registration process, you know
that it can be complex and time consuming -- writing receipts, recording
credit card transactions, reconciling deposits, maintaining databases,
making name tags, and preparing registration packets. We’ll handle
it all, from the first phone call to the last minute registrant. Registration
entails issuing receipts, enclosing a letter to each registrant communicating
additional conference details, recording all financial and registrant information
on a database, making name tags for each individual and preparing a final
list of participants for distribution on-site. On-site registration service
entails having OCI staff members present to register walk-ins, serve as
the liaison with the hotel for meeting details, check meeting and banquet
room set-ups, and assist with A/V equipment. OCI handles pre-conference
registration and onsite management, and is on-the-job from beginning to
end.
Financial Planning
OCI handles all aspects of conference finances including managing income
and expenses. Detailed budgeting is our expertise. We will develop a zero-based,
full-scale estimated budget to project every possible conference cost you
could incur. This budget becomes a working guideline throughout the planning
process and we maintain an up-to-date budget until the conference is over.
Upon conclusion, we’ll provide an actual budget and reconcile all expenditures
so you will have a complete financial record -- right down to the penny!
Travel & Transportation
Our staff can arrange for speaker travel and reimbursement of expenses,
and make arrangements for charter buses, field trips, airline and hotel
reservations, rental cars and other travel needs as required.
Record Maintenance
We’ll maintain detailed records for you from year-to-year, and if your
conference is a repeat event, this will especially help your organization
develop a conference history to serve as a guideline for future planning
and help you budget more accurately.
