Conference Management Services

We are very proud of our reputation for putting the customer first in every aspect of our operation.  We believe that this attitude has contributed to our success and the success of the customers we serve. Our satisfied customers are our best advertisement!

Icetech specializes in individual attention to your meeting or event. As a full service meeting planning company, Icetech management encompasses all aspects of your conference. Icetech is also equipped to handle designated tasks for your event.  Icetech believe that a successful conference is achieved through the total integration of all of its elements, we have created a set of tools and templates that are designed to centralize conference development and implementation. From contract templates to volunteer instruction, we ground your conference in tested and proven methodologies. Our process creates/involves concentric circles of planning beginning with your organization’s strategic goals and culminating in a well-delivered conference. The process flows essentially like this:
◦Goals and objectives setting
◦Content development
◦Budget development
◦Site selection
◦Speaker selection
◦Contract negotiations
◦Logistical arrangements
◦Onsite management
◦Post meeting wrap up
Whether it is complete conference management or specific activity management, Icetech coordinates the details with the conference objectives.
•Establish the meeting/conference format and dates
•Prepare preliminary operating budget
•Make site inspections and site selection
•Negotiate and contract facility to secure the best combination of service and price
•Establish planning/action timetable including all pertinent deadlines
•Arrange planning/committee meetings
•Establish promotion plan—including research and procurement of mail lists, press packets and advertising
•Create and host event web site
•Design and produce promotional materials for print and web site
•Assist with program development and/or speaker selection process
•Act as liaison between speakers and conference committee
•Obtain session presentation materials to design and produce conference proceedings
•Make arrangements for lodging, amenities and individual requirements of speakers
•Plan and conduct meeting for presenters

Promotion Development and Distribution •Establish promotion plan—including research and procurement of mail lists, press packets and advertising
•Create and host event web site
•Design and produce promotional materials for print and web site

Advance Registration •Establish registration procedures
•Respond to telephone, mail, email and FAX inquiries
•Process registrations and accommodations; receive, record, and confirm
•Process payments; check and credit card
•Prepare registration/financial reports
•Prepare name badges, speakers cards

Facility Management •Design meeting and function room set-ups
•Arrange for on-site office facilities, equipment, and services
•Determine audio-visual needs: order equipment and personnel
•Locate and organize an email center
•Order ground transportation
•Coordinate food and beverage functions including menu selection and/or creation of special menus
•Establish master billing and credit requirements
•Conduct briefing of meeting facility staff
•Obtain local informational brochures, restaurant guides and maps

Coordination for Exhibitors •Provide exhibitor information packet including contracts
•Design exhibits floor plan and assign booth space
•Act as ongoing liaison with exhibitors

Staffing Assignments •Determine staff requirements
•Recruit volunteer or hire appropriate staff
•Communicate job requirements and schedule to staff
•Conduct staff training

•Select and purchase souvenirs, gifts and awards
•Design and produce signs
•Organize recreational/sightseeing activities
•Plan spouse program
•Negotiate airline travel and car rental discounts for attendees
•Negotiate and contract Hotels discounts and prices
•Make VIP arrangements
•Select and book music and/or theme entertainment
•Hire photographer and arrange floral decorations

References

For the Department of Health and Human Services (DHHS)
Administration for Children and Families Office of Community Services

U.S. Department of Transportation (DOT)
Office of Small and Disadvantaged Business Utilization

Department of Health & Human Services, Center for Medicare and Medicaid Services (CMS)

Army National Guard

GSA Federal Solutions, Inc.

National Society of Black Engineers (NSBE)