Our Services

• We research cities, hotels or both based on your direction.
• We do the research, put out an RFP on your behalf, collect and organize responses.
• This information is presented to you and collaboratively or with your decision-making team, we narrow things down, do more research as needed or more forward to the selection and decision. 
• We can set up a site visit for you and accompany you, if desired.
• Once you have made a decision, we will negotiate the contract on your behalf to get you the best package and value then forward the contract to you for review and signature. 
• This is a huge time saver for you… especially if you are looking into more than one city.  We do all the research, manage the responses and handle venue communication while you maintain complete control of the decision-making process.

• Food & Beverage
• Venue fees
• Audio Visual
• Internet / Technology needs and requirements
• Exhibitor Services
• Registration
• Hosted Travel
• Marketing (website, graphics, ads, promotions, printing fees, signage, PR, etc.)
• Additional expenses such as gifts, giveaways, security, and speaker fees
• Conference Management Services

• Sponsorship
• Registration

• Monitor and track all expenses related to the conference throughout the preparation and actual duration of the event, and notify clients if the budget is not on pace to be met for any reason.
• Offer proactive, timely suggestions to meet budgeted goals
• Conduct monthly budget tracking and prepare status reports for review by client reports to include budget vs. actual, revised budget projections, balance sheets and a final profit and loss financial statement
• Conduct a complete and thorough review of all vendor bills and invoices to ensure accuracy. Once approved/confirmed, the client will be responsible for ALL vendor payments as well as services, supplies or materials ordered

• Create fully integrated, customized database for online registration
• Provide customer support with toll-free phone number with event specific extension and email support
• Customize registration website for various registration categories such as corporate exhibitor, speaker, attendee, student, etc. 
• Manage pricing in accordance with registration type or date of registration (early, standard, late/on-site, corporate, non-profit, etc.) and group discounts
• Track all attendee contact information including dietary and ADA/special needs
• Customized fields created to support the demographic information you need to obtain
• Collect registration for any additional banquet, tours, offsite or special events
• Track answers to required questions before accepting payment
• Use of unlimited promo/discount codes to manage special pricing and registration limits and comps
• Provide tickets for events, workshops or sessions
• Utilize your own merchant account to accept credit card payments
• Track payments in accordance with payments accepted and policies 
• Track all balance dues and send reminder invoices
• Provide personalized instant email confirmations with link to print invoice
• Provide information and link to hotel room reservation instructions
• Capability for attendees to modify registration to add courses, tours, etc.
• 24/7 access to password-protected real-time registration reports
• Provide final registration reports

• Phone answering service available Monday-Friday, 8am-5pm, MT.
• Emailing of confirmations
• Answering emails received from an event-personalized email address
• Entering any changes into the database, as needed
• Redirecting non-registration-related inquiries to a pre-identified contact
• Store hard copy data entry records for the duration of the event and shred records, or ship records to clients post event

• Summary Report of Numbers Registered and Income Collected
• Weekly Registration Comparison
• Transaction Detail Reports
• Breakdowns Based on Attendee Type
• Individual Course/Session/Workshop Registrations
• Offsite/Special Activity Registrations
• Attendee Type with Session/Workshop Registrations
• Opt-In Reports
• ADA Requirements
• Dietary Needs

• Act as the main point of contact for the venue, all vendors and logistic items relative to the Conference
• Prepare RFP and solicit bids for computer, tours/special events, spouse/guest program and other miscellaneous needs, make a recommendation for selection and negotiate contract with selected vendors
• Excluding programming content, iPlanIt can assist and consult with the overall conference schedule to ensure a variety of formats to appeal to versatile learning styles.
• Coordinate all pre-planning logistics and all operational aspects with hotel and vendors
• Negotiate and secure any changes in function space
• Coordinate all food and beverage needs to secure the best possible meal packages at the highest value and ensure menu selection meets all dietary and budgetary criteria
• Put out an RFP for best packages and pricing with an audio visual provider. Consider both in-house venue and outside options based on venue policies. Once selected, coordinate all audio/visual requirements as the point of contact for the conference
• Create comprehensive event specifications guide for hotel, vendors and on-site staff
• Design and ensure printing of all signage (printing costs are separate)
• Research, order and assist with attendee gifts/tote bags
• Conduct final hotel and vendor bill reconciliation
• Prepare Event Wrap-Up Report

• Prepare RFP and negotiate decorator and shipping contracts, if needed
• Work with venue or exhibit vendor to ensure proper set up and services for exhibitors including shipping
• Design exhibit layout
• Assign space after commitments are made
• Develop exhibitor service instructions with decorator/hotel
• Produce all exhibitor and sponsor invoices, track payments, send reminders and manage collections for those past due to minimize balances due by the conference start
• Provide all communications to committed exhibitors and sponsors regarding conference details and information to ensure a positive and successful conference experience in both the planning phase and onsite
• Collect logos and ensure acknowledgment of sponsors in appropriate materials
• Manage accuracy of exhibitor and sponsor benefits and deliverables
• Ensure all sponsors and exhibitors have made the appropriate registration arrangements for their onsite representatives
• Sponsor/exhibitor online survey issued post conference to assess feedback

• Develop a custom online submission form designed to meet and enforce specification as set by the client 
• Create customized confirmation of submission and/or revisions that will automatically be sent via email
• Assign user ID’s and passwords for online submission review
• Ability to upload papers and classify by type or topic
• Allow authors to make their own updates and revisions online until the submission deadline
• Close ability to submit new papers according to the deadline dates

• Prepare speaker agreement/contract once paper is reviewed and accepted
• Develop an effective method to confirm speaker’s commitment and ability to be present at the conference
• Strong communication plan to regularly check on speaker’s progress in making travel arrangements
• Assist in establishing guidelines for audio-visual needs
• Communicate guidelines and coordinate speaker audiovisual needs
• Collect and duplicate handouts and ensure proper quantities for sessions
• Prepare or track speaker travel and hotel needs
• Coordinate airport meet and greet ground transportation service for speakers

On-site services would provide you with the following:

• Manage registration on site, to include overseeing staff and/or volunteers
• Manage distribution of conference materials at registration
• Prepare, print and organize name badges
• Determine the number of volunteers needed onsite and coordinate tasks
• Schedule and communicate with all volunteers
• Train and oversee all volunteers on-site
• Manage all logistical aspects of the conference
• Oversee all arrangements made in the pre-conference stage and ensure proper execution in these areas
• Be responsible for assigning, ensuring and managing coverage of all necessary areas
• Manage and oversee outside vendors and services
• Be a point of contact for the sponsors/hotel or venue staff, volunteers, third-party vendors, exhibitors and the association

CPE/CEU/CE Certification

• iPlanIt can coordinate the certificate tracking and distribution in accordance with Association or accrediting entity requirements.
• Following the conference, iPlanIt will email qualifying attendees with a link to their personalized CPE certificates that can be saved or printed by the individual.

Post Conference Evaluations

• iPlanIt can create an online conference evaluations for breakout sessions and/or overall conference through our mobile app or a stand alone process.
• iPlanIt’s service includes compilation of results, final reports for manual surveys and online outcomes are easily available in real time reporting.

Post Event Reporting

• iPlanIt will provide a final post-event report will give you valuable insight as to end results of your event.  This report will help in effectively planning for future events.
• The Post event report can include data and analytics for the following areas: number of attendees, demographics, review of sponsor and exhibitor numbers, recap of sponsorship programs and packages, financial overview of expenses, income and net revenue and key highlights to summarize lessons learned leading into suggestions for future years.
• Having all of the data in one place can show trends as well as giving you easy access to the event’s history.