Meeting / Conference Planning
The staff at TCAG knows what it takes to make an association's meeting more dynamic, productive and cost efficient.
After years of orchestrating scores of successful conferences, board meetings, and educational programs, we know how to deliver tangible value through exceptional planning and relentless attention to detail. Wasting no time, money or energy, we deliver meetings that consistently provide value for membership and meet target goals and objectives.
Our conference and meeting planning services encompass the entire spectrum of planning for a successful event.
Site Selection
- Coordinating site visits to determine potential hotels for the conference/meeting.
- Selecting conference/meeting site.
- Negotiating site contract.
- Liaison with the hotel/site staff on behalf of the association.
Pre-Event Planning
- Participating in conference/meeting planning meetings as necessary.
- Developing and management of the conference/meeting budget.
- Defining the conference/meeting format.
- Establishing staff and volunteer responsibilities.
- Determining the conference/meeting theme.
- Developing the overall conference/meeting objectives.
- Conducting on-site pre-meeting sessions to coordinate all event facilities.
- Identifying and negotiating agreements with event suppliers.
Speaker Coordination and Management
- Contacting and confirming speakers as necessary.
- Obtaining speaker biographies.
- Securing speaker course descriptions, goals and objectives.
- Coordinating speaker travel, accommodation, audio-visual requirements, and session handouts.
- Arranging audio-visual equipment for speaker support.
- Organizing and packaging speaker handout materials.
- Developing the conference evaluation tool.
Marketing and Brochure Development
- Assembling speaker data.
- Developing conference/meeting schedule.
- Gathering information regarding the location, facility, optional events, and conference/meeting services.
- Creation of marketing plan.
- Coordination of printing and distribution of marketing items.
Registration Services
- Facilitating set-up of online registration, processing of mail-in registrations.
- Management of onsite registration area.
Conference Logistics and On-site Coordination
- Coordinating conference/meeting schedule with hotel or site.
- Assigning specific function space.
- Planning event menus.
- Assembling all conference/meeting handout materials.
- Coordinating room setups, including seating, staging and audio-visual requirements.
- Coordinating Speaker Ready Room needs.
- Monitoring educational sessions and trouble-shooting as necessary.
- Preparing scripts for introductions and other presentations.
- Distributing and collecting evaluation tool.
- Arranging and coordinating additional events as required.
- Managing all hotel contacts - food and beverage and optional event registration.
- Arranging all decorations, signage, backdrops, and other special services as required.
- Coordinating photography for speakers, special awards, optional events or special presentations.
- Management of exhibit hall and sponsorships as required.
Sponsorship/Exhibitor Acquisition and Management
- Establishing sponsorship and exhibitor benefits, regulations, and pricing.
- Organizing events to provide recognition to sponsors and the exhibitors.
- Gather information for sponsorship and exhibitor promotional literature.
- Mailing and telephone follow-up with prospective sponsors and exhibitors.
- Coordinate committee and volunteer sponsorship and exhibitor contacts.
- Managing sponsorship and exhibitor agreements and collection of fees.
- Handling and depositing (or forwarding) all sponsorship and exhibitor fees.
- Supervising sponsor and exhibitor display setup, dismantling, and trouble-shooting throughout the event.
