Logistics

Each conference has a unique set of logistical needs. Early in the planning process, we help conference organizers assess their needs and then tailor our services to meet your requirements.

IU Conferences will provide some or all of the following services:

• Venue selection
• Meal and social event planning
• Audiovisual assistance
• Poster presentation arrangements
• Exhibit services
• Conference marketing plans and materials
• Abstract submission collection

Secure venues that are appropriate, convenient, and within allocated costs

• Propose activities and social events that enhance the program
• Plan food functions
  • Select caterers
  • Submit menu suggestions
  • Liaison with caterers about special dietary needs, guarantee numbers, room setup, and décor
  • Supervise catered events

• Identify audiovisual and equipment needs for sessions, social functions, and registration
  • Order equipment needed, along with technical support
  • Supervise delivery and setup

• Manage exhibitor relations
  • Prepare exhibitor information, identifying fees and benefits
  • Establish a mechanism for exhibitor registration and collection of fees
  • Obtain quotes from exhibit display organizations; compare service and fees, and recommend a vendor
  • Liaison with display provider and client to design an exhibit hall layout
  • Order appropriate display units
  • Assist exhibitors in selecting booth
  • Supervise the setup and tear down of the exhibit area
  • Respond to exhibitor concerns and requests
  • Maintain and update exhibitor records

• Prepare pre- and post-session, registration, and directional signs
• Assist in the selection of conference mementos
  • Submit a selection of options that are appropriate and within budget allocation
  • Place order for items selected
  • Supervise delivery and distribution of mementos
• Develop a conference website
  • Select a web designer
  • Outline contents of the website
  • Gather text or prepare text for standard sections of the site
  • Supervise the design, programming, posting, and updating of the web throughout the planning process
• Supervise the preparation of the program book
  • Outline program book contents
  • Collect materials for inclusion
  • Arrange for the design, formatting, and layout of the book
  • Submit program book draft to organizers for review, editing, and revision
  • Send final program to printers, requesting a quote
  • Supervise the printing, delivery, and distribution of the book
  • Oversee the development of a mobile app
• Develop and manage a social media strategy
• Manage the design, preparation, and distribution of promotional materials such as fliers, handouts, magazine inserts, newsletters, and email messages