ICNS will meet with you to assist you in the design
of your program, then develop guidelines and a time table for you (and
your speakers). We offer a wide range of services to fit your needs. You
are encouraged to select one or all of the services offered. We are always
flexible in your needs in order to ensure we meet your expectations. It is
important that we take the time to get to know you and your meeting/event
needs. We want to guarantee you a professional meeting with successful
results! We will handle every aspect of the meeting coordination process
from pre-registration and site selection through post-conference
evaluation.
Once you have designed your
meeting, the next step will be to select a venue that will best represent
the needs of the meeting. Finding a site that will best fit your meeting
guidelines, and budget requirements is a very important detail. ICNS will
assist you in this process by locating a suitable venue that will work
best for your event and work to negotiate a contract which will best fit
within your budget. What this entails:
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An
initial meeting is scheduled to determine your event criteria including
space, sleeping room requirements and any other pertinent meeting/event
needs.
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A
request for proposal is designed with the designated criteria and
distributed to appropriate venues.
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Information is collected from various sites and
thoroughly reviewed and organized for comparison.
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ICNS
will consult with you during this process in order to assist you in
selecting the best alternative for your needs.
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Contracts are requested from the select choice(s) of
sites and the negotiation process is initiated.
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ICNS
will review all contracts with you and determine which specific terms are
best presented with each facility.
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Once
a site has been chosen, we will finalize negotiations with the selected
venue and begin the planning process for your event!
We will travel to a site
with you or on your behalf to perform an inspection of the facility. If
you are interested in more than one location we will gladly provide you
with a detailed comparison of each venue. This site inspection
includes:
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Inspection of Guest Rooms
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Inspection of Meeting/Event Space
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Condition of the property
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Layout of the facility
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Level of service
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Miscellaneous amenities that may influence the
success of the event
ICNS will develop a
comprehensive timeline which identifies every task that needs to be
accomplished from the initial planning stage through the completion of the
program. By monitoring the timeline throughout the planning process, we
make sure that tasks are accomplished according to schedule. We
will:
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Design Timelines and set goals
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Plan
and reveiw event details with Client
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Schedule Planning and Review including meeting agenda
templates
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Vendor Selection (if applicable) and
Management
Planning a budget can be
the most challenging aspect of any event. It is the most crucial piece to
any meeting/event and requires much expertise and accuracy. Experience
with meeting and event vendors allows us to prepare a budget that is
realistic. ICNS will create an initial working budget based on your
specifications. We will review the initial budget with you and adjust it
based on your input.
ICNS will handle all
speaker reimbursements, master accounts and reconciliation of meeting
expenses, and present a financial summary to you after each
meeting.
ICNS will track and record
all invoices, deposits, and payments and review each for accuracy,
overseeing payment of meeting expenses.
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Meeting Room Design and Site Logistics
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Food
and Beverage Planning
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Audio-Visual Management
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Sign
Management
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Communication and management of all
speakers
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Collection and Organization of all speaker/faculty
materials
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Facilitation of Hotel and Travel
arrangements
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Follow up with payments, permissions, disclosures and
other details
Guidelines include
specifications for:
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Audio-visual requirements and limitations
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Syllabus material and preliminary outlines when
necessary
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Air
and ground transportation and hotel accommodations
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Honoraria or speaking fees
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Keeping your speakers informed of requirements,
deadlines, and changes to the program
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Assisting speakers with any special requests and
ensure that their needs are met
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Collecting speaker materials, add any other necessary
meeting related content and arrange an organized syllabus for
printing
Your audience and/or invited guests are the key to
your successful event. ICNS can customize this service to include all or
some of these needs for your event.
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Registration of participant information and
fees
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Organizing air travel and ground
transportation
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Arranging for accommodations
We realize the importance
of being on-site to make sure that everything runs according to schedule.
The on-site manager handles multiple responsibilities and offers viable
solutions to problems that may arise. Our on-site services include the
coordination of: registration check-in, meal functions and breaks,
audio-visual requirements, transcription and/or translation services,
trade show management, excursions, and any other services necessary to
make the meeting a success. The on-site manager's duties can include the
following:
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Meeting with the facility's management and staff to
review the needs and goals of the meeting prior to the meeting/event and
arrival of guests
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Set
up of the meeting registration area including the organization of meeting
handouts or other materials
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Posting signs to efficiently manage traffic
flow
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Managing the meeting room and audio-visual
setup
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Coordinating and managing exhibitors' display/booth
requirements
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Tracking and Managing food and beverage set up and
consumption
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Monitoring and adjusting the meeting schedule, food
and beverage breaks, and other related events in coordination with the
speakers and/or the meeting director
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Arranging to have all conference materials arrive
on-site in a timely manner
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Supervision and coordination of the cleanup, packing,
shipping and delivery of all meeting materials from the
facility.
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