Additional services

Upon request, FontisMedia provides the the following additional logistic support:

Conference Preparation
Develop task responsibility list
Calculate fee for service and submit to client with task list
Develop preliminary budget (break-even point etc.)
Send budget and LOA to client for signature
Develop timeline

Site Selection
Research possible properties
Conduct site visit(s)
Report results to client
Select site
Negotiate space and rate
Confirm all meeting space and meal locations for program
Review contract and obtain signatures

Sponsorship
Design and distribute sponsor materials
Receive sponsor payments
Recognize sponsors in appropriate marketing materials and signage

Marketing and Promotion
Design promotional materials brochure, postcard, journal ads
Arrange printing and mailing
Design meeting website and assign URL
Proof website
Electronic Distribution of meeting URL
Update website material

Program
Design program
Request printing quotes for program
Select printer for program
Electronic distribution of call for proposals, abstracts, or papers
Design and maintain database
Receive proposals
Format table of contents and author
Format author index
Format proceedings or abstract book
Proof final copy
Send camera ready copy to the publisher

Registration Services
Provide telephone support for participant inquiries
Receive via phone, fax, web, e-mail, postal service
Set-up registrant database
Receive and process credit cards
Enter registrations into database
Prepare standard participant confirmation letters, receipts, invoices
Distribute confirmation letters, receipts, and invoices
Generate standard reports; participant list, activity log, fee count
Generate customized reports
Prepare bank deposits
Process refunds
Receive international wire transfers
Manage accounts receivable
Maintain participant demographic information

Participant Materials
Design, reproduce and obtain participant packet materials
Assemble program materials (participant packets)
Prepare standard nametags
Prepare customized nametags
Design / prepare certificates

Signage
Prepare directional signage
Have signage printed

Refreshments
Plan receptions (determine preliminary F&B requirements)
Plan banquets (determine preliminary F&B requirements)
Select food and beverages for breaks
Select food and beverages for breakfast
Select food and beverages for lunch
Select food and beverages for reception
Select food and beverages for banquet
Arrange special dietary requests
Review and modify banquet event order (BEO)
Select and contract entertainment

On Site Services
Conduct Pre-Conference Meeting with reception Staff
Perform Walk Through of All Function Space
Provide Amenities for VIPs/Arrange Upgrades
Review AV with Vendor/Presenter(s)
Set-up Conference Office/Communications
Provide On-Site Registration Services
Distribute Nametags
Distribute Participant Packets
Provide Staffing for Participant / Speaker Requests
Monitor Meeting Rooms
Monitor food functions
Collect Registration Fees

Speaker Arrangements
Contact speakers
Design and obtain information sheet from speakers
Contact speaker regarding handouts and AV requests
Arrange for speaker travel/overnight accommodations
Arrange speaker preview rooms
Prepare and process speaker payments

Exhibitor
Produce tentative exhibit floor plan
Establish exhibit space rates
Confirm dates and fees with vendors
Contact vendor(s) regarding set up needs
Contact possible exhibitors
Design and obtain information sheet from exhibitors
Order equipment as requests are received from exhibitors
Provide onsite exhibitor support
Conduct exhibitor evaluation

Financial Services
Setup vendor purchase orders
Continious financial control
Review, correct & process vendor invoices
Prepare final budget

Other Services
Arranging for additional off-site housing
Research spouse programs
Arrange spouse program
Arrange off-site special events
Contract security services