iPlanIt Meetings: Our Clients

Hosted by the Denver Chapters of ISACA (Information Systems Audit and Control Association) and ISSA (Information Systems Security Association), the RMISC is the only conference of its kind in the Rocky Mountain region. A convenient, affordable knowledge-builder for IT security, audit and compliance professionals at all levels. RMISC provides the perfect blend of education, networking and opportunities that are critical to your success in today’s economy and security climate!

Site Selection & Contract Negotiations

Key role in moving event in 2013 from a hotel venue into a convention center due to growth and space requirements. Despite the fee structures and inclusions of a convention center being very different from that of a hotel venue, there was no negative impact on the conference budget.

Call for Papers

Customized site to accept presentation proposals to enhance session offerings.
Number of submissions have increased from year to year, giving the conference a greater number of breakout sessions with a diverse group of speakers and presenters. In 2013, the CFP process was first automated and offered online and resulted in 31 total submissions for 24 sessions. For the 2019 conference, we had over 138 submissions for 68 sessions.

Online Registration

Custom built site to include detailed data on attendee demographics, selection of over 75 sessions with capacity management, pre-conference registration for additional fees, and management of attendee continuing education credits
Seamless registration process and reporting for over 14 attendee types and the use of over 100 discount codes

Speaker Management

Point of contact for over 114 speakers and presenters with regards to all speaker-related logistics and communications to include travel arrangements, collect and track all presentations and ensure all room sets and audio visual needs are confirmed.

Conference & Event Logistics

Responsible for the RFP process, contracting, negotiation and management of:
Hotel room block
Ensure adherence to all venue policies and operating procedures with regards to fire code, safety and security regulations.
Total conference budget creation and management. Control expenses, maximize income and include all ROI opportunities in weekly reports and post conference.
Point of contact for all audio visual services to include RFP, negotiations and contracting. Oversee all elements of an elaborate general session production and multiple concurrent breakout sessions and workshops.
Create comprehensive event specifications guide that details all aspects of the conference and provides the conference planning team and all vendors with the ability to see everything that is taking place and all the arrangements on a day by day, room by room basis.
Ensure all necessary signage for attendee directional and informational assistance as well as signage and branding to ensure conference marketing and sponsorship recognition.

Exhibitor & Sponsor Management

In providing leadership and support to a volunteer committee working to solicit and retain sponsors, iPlanIt serves as a central place in which committee volunteers as well as potential sponsor companies turn for information, options and guidance on maximizing their participation in the conference.

We design the sponsorship packages, development and propose pricing model and create the marketing pieces for promotion such as the sponsorship prospectus. Additionally, we oversee sponsorship commitments in both the sales phase and manage all deliverables.

Responsible for the RFP, negotiations and contracting with Exposition company.
As main point of contact for both the exhibition company as well as all participating exhibitors and sponsors, managed all aspects of the exhibit hall to include: floor plan layout, booth assignments, design of exhibitor services kit and all communications and logistics with exhibitors.
Exhibit & Sponsorship financial contributions are critical to the goals of the conference hosts which is to provide education and continuing education credits at a competitive, low cost to its members. The growth of the conference, combined with having a strong reputation for relevant, current, and cutting edge education has contributed to a very successful growth in sponsorship revenues. Taking over the conference in 2010, we saw an immediate growth in sponsorship of over 60%. Sponsorship contribution has been increasing every year and as of June 2019, we have experienced an increase of over 177% since 2010.

Complete Financial Management

Starting with the initial budget at the onset of the upcoming year’s planning cycle, iPlanIt is fully responsible for managing the conference budget which has surpassed the half a million dollar mark.

This extremely detailed, itemized financial report that is updated in real time throughout the planning process, allows for the ability to see the financial status of the conference at any time. This is very advantageous when faced with decisions regarding spending and minimizes the risk of unexpected or unaccounted for expenses.

Post conference, we take care of reconciling all venue and vendor invoices and billing and provide a comprehensive financial statement and recap.

Conference Mobile App

Host, build and manage this key resource to attendees. Robust application allows for real-time updates, reminders as well as important information that assist attendees prior to and during the conference.
The mobile app also collects session surveys and evaluations. The immediate access and ease results in an increased response to this important collection of feedback.

On Site Management & Event Staffing

Manage the registration desk and all attendee services in addition to managing any volunteers throughout the entire event. Ensure a seamless, efficient process for all attendees’ arrival to the conference.
iPlanIt team of managers oversee all areas of the conference and ensure that all logistics and arrangements planned and confirmed pre-conference are all executed flawlessly.

We serve as point of contact for all hotel venue and service vendors and liaison any needs required by the RMISC Planning Team. Our team is highly visible and proactively troubleshoot any unexpected challenges which prevents any disruptions to the attendee experience.

Event Survey Results

Survey results from RMISC 2019 rated iPlanIt services as:

Satisfaction with the Registration Process - 97% responded that it met or exceeded expectations
Conference was well-organized - 99% agree or strongly agree
Conference staff was helpful and courteous - 83% responded with strongly agree and exceeded expectations

Conference Marketing, Website Development and Management

In 2016, as the conference approached its 10-year anniversary, iPlanIt assisted the planning committee in launching a campaign to change the branding of the conference with a new logo and website.

The new logo was created and launched with a 10-year anniversary tagline and a number of special marketing programs were created in recognition. Of particular focus were the long-standing sponsors. Beyond 2016, the re-designed logo (without the anniversary tagline) as well as the enhanced website continues to represent the conferences branding.

Additionally we are responsible for the creation, editing and publication of the conference’s printed program. While a supplement to the mobile app, this 72-page, 4-color marketing piece highlights everything from chapter welcomes, complete agenda with session descriptions and speaker bios. We also manage the solicitation and deliverable of the sponsor ads that are also a critical component to this piece.

Our Clients

Who We Work With

Past Projects

CancerCon

SERVICES WE PROVIDED AND OUTCOMES INCLUDE:

CancerCon Testimonials

Past Projects

Rocky Mountain Information Security Conference (RMISC)

SERVICES WE PROVIDED AND OUTCOMES INCLUDE:

RMISC Testimonials