- Conference Planning -

We provide logistical support for many types of International and Nationwide meetings, including:

• committee meetings
• annual conferences
• awards ceremonies
• workshops
• retreats
• symposiums

Roomers' conference procedures include:

• establishing authorized client representatives and methods of communication
• determining deliverables and establishing a schedule of submission dates
• reporting monthly to client representatives updating project progress
• performing continuous budget evaluations and reporting

Roomers overall conference management approach includes:

Timeline and Goal Setting

• Meet with the client to understand the objective and purpose of their meeting.
• Prepare a spreadsheet of “important dates” that outline deadlines for meeting logistics.
• Assign specific tasks to designated staff for completion.

Budget and Financial Reporting

• Create a comprehensive budget based on client specifications.
• Create a final report of pre and post meeting expenses.
• Review invoices for accuracy.
• Provide cost projections, labor hour estimates, and on-going budget tracking and reporting.

Coordination of Meeting Materials

• Provide consultation and advise for all meeting related marketing materials.
• Design graphics – concept development, material design, and visual aids.
• Develop “Save the Date” cards.
• Design meeting brochures/invitation letters.
• Coordinate the printing of meeting materials to include: meeting programs, conference packets, workshop handouts, resource materials, and meeting room signs.

Speaker and Presenter Logistics

• Generate a logistical fact sheet to include: travel reservations, airport transfers, hotel arrangements, reimbursement guidelines, and workshop room assignments.
• Obtain audiovisual equipment as needed.
• Assist with duplication & distribution of materials.
• Maintain storage and retrieval system for bulk publications and materials.

Registration and Housing

• Do though site inspection & background check on all proposed cities and properties.
• Continuously review status of room block.
• Assist with registration handling, housing, and special requests.
• Coordinate payments, refunds, and cancellations.

Travel Arrangements

• Coordinate ground transportation, and airport transfers.
• Work closely with selected travel agencies.
• Negotiate special group rates with airlines, car rental firms, and other vendors.
• Make arrangements for people with disabilities and/or special needs.
• Food and Beverage
• Coordinate with food and beverage vendors on behalf on the client.
• Assist with menu selection/negotiate lower prices.
• Manage guarantee counts.
• Oversee proper set-up of food and beverage functions.
• Review and sign-off on all banquet & event orders (BEO’s)

On-Site Management

• Distribute name badges, table tents, and appropriate signage.
• Conduct pre-conference meeting with hotel managers.
• Oversee set-up of registration area and on-site staffing.
• Supervise proper set-up of all meeting rooms during breaks and all changeovers.

Audio/Visual

• Obtain any and all types of AV equipment as required.
• Offer on-site professionally trained technicians.
• Negotiate special rates.
• Develop back-up plan in case of equipment failure.
• Provide on-site transcription and translation services as needed.

Post-Meeting Management

• Assist with hotel invoice reconciliation.
• Distribute and collect surveys and evaluations.
• Send out thank you letters as needed.
• Provide meeting transcriptions as required.