conference management

As a full service Professional Conference Organizer (PCO) Venue West  can manage your meeting throughout the whole process: from the early planning and budgeting stages to the final accounting.

Venue West’s expertise will “make things happen” for the conference so that you can use your time and knowledge in the most productive way prior to the conference and be able to relax and network with colleagues and friends on-site.

Venue West has managed over 500 conferences in over 30 countries so no matter where your meeting is taking place, we can help!

Our Conference Management services include:

Planning and Budgeting
»» Needs Analysis and Due-Diligence Studies
»» Bid Preparation
»» Sustainability Strategy and Reporting
»» Critical Path/Timeline Development
»» Congress Promotion/ Attendance Building Marketing Plan
»» Budget Development & Monitoring
»» Accounting and Financial Reporting

Registration and Administrative Services
»» Online Registration and Abstract Management
»» Poster Services
»» Speaker / Presenter Management
»» CME Coordination

Venue and Accommodation Services
»» Venue and Hotel Site Visits and Selection Recommendations
»» Contract Negotiations with venues and hotels
»» Food and Beverage Management
»» Audio Visual Management
»» Onsite Logistics

Exhibit Management
»» Solicitation of Exhibitors
»» Supplier Management (e.g. Display Company)
»» Development of Exhibitor Manual
»» Floor Plans

Sponsor Management
»» Development of Sponsorship Packages and Brochure
»» Solicitation of Sponsors and Contracting
»» Onsite Management

Technology Management
»» Mobile App Development and Management
»» Virtual and Hybrid Meeting Strategy and Execution
»» Website Design and Build

DMC Services
»» Special Event/Social Program Management
»» Gala Dinners and Opening and Closing Ceremony Management
»» Tour and Companion Programs
»» Transportation Logistics and Coordination