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. Our team has the knowledge, skills and capacity necessary to meet your requirements and exceed your goals, while being small enough so that your event and your delegates will always be a top priority

We will “make things happen” for the conference so that you can use your time and knowledge in the most productive way prior to the event and be able to relax and network with colleagues and friends onsite.

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
»» Provide strategic advice and guidance to your organizing committee 
»» 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

Venue West - Conference Management - Presenter
Venue West - Conference Management - camera filming presentation
Venue West - Conference Management - Mobile App
Venue West - Conference Management - Networking