In today's market, negotiating for hotel and supplier services is best left to a professional who knows the industry. It's a seller's market and attrition clauses and cancellation penalties can be confusing, and if not reviewed and understood, can cause serious financial challenges. We have 18 + years working with hotels and suppliers to get the best deal for you.
No hassle registration is CONCENTRA Conference Management Services' trademark. A well-designed and easy to use online registration system makes registration easy for the attendees. Online credit card processing provides early use of funds and detailed audit trails minimize collections and reconciliation problems. A well-staffed and informed registration desk is the conference gateway. CONCENTRA will make it a memorable first impression.
Budget development begins with your conference history. Attendance levels, food and beverage guarantees, volunteer support, in-kind services, and contractual clauses are important in estimating a budget. Conference stakeholders need to be assured that the organization is doing its due diligence and being good stewards of the organization's resources.
You will not have to worry about on-site conference details. Working with the conference site staff, as part of the conference team, CONCENTRA Conference Management Services will make sure the food is ready, the room is set, and the environment is conducive for a successful conference experience.
Food & Beverage Coordination
A significant portion of most conference budgets will be allocated to food and beverage. It is also one of the most common places to lose money. With CONCENTRA Conference Management Services leadership, you will save money with creative menus and realistic food guarantees.
Audio / Visual
In today's high tech world, organizations can leverage their conference through video streaming and archiving, speakers need to access the Web, and participants are demanding wireless capabilities to keep in touch while on the road. We specialize in technology-intensive conferences and can guide you through the challenging issues from negotiating for services to technology performance.
Volunteer & Staff Coordination
A team of people runs a successful conference. Everyone’s part is important and every person is important. CONCENTRA Conference Management Services leadership will provide timelines, instructions, and guidance. Coordinating, educating, supporting, and assisting each individual team member can make the difference between a good conference and a great conference.
The conference content will be provided through various presentations made by a variety of speakers. CONCENTRA Conference Management Services leadership will do everything possible to make speakers shine from distributing marketing materials to making sure the requested audio / visual equipment is in place and working.
Exhibits & Sponsorships
Exhibits are an integral part of the conference experience. From the perspective of the conference owners, it provides additional educational opportunities and it can provide additional revenue. From the exhibitor side it provides an opportunity to share information with potential customers. CONCENTRA Conference Management Services has experience in managing the simple bookstore to the large exhibit hall. We can help make this element of your conference a win for you, for the attendees, and for the exhibitor.
Holding pre-or-post conference activities provides attendees value for their travel dollar. Tours, sporting events, social events, committee meetings, board meetings, etc. provide a small informal, interactive experience that is usually well received by the attendee. CONCENTRA Conference Management Services can help you in developing and implementing a variety of activities.
Membership & Administrative Services
CONCENTRA Conference Management Services provides full-service Membership Management and Administrative solutions. CONCENTRA-CMS’s experienced professionals will help you manage your office, service your members, inform your leadership, plan your events and even keep track of your books.
We manage (or assist, as appropriate) any or all of the following Membership Management tasks on behalf of our clients:
CONCENTRA-CMS staff can act as an extension of our clients staff by fulfilling any or all of the following Administration tasks:
- Provide quality financial accounting by an experienced bookkeeper using QuickBooks
- Collect income from meetings, advertising, sponsorship, etc. on behalf of the client
- Manage Receivables including processing vendor data forms, W-2’s and other necessary paperwork required by some organizations when processing payments to the client
- Accept payments by Visa/Master Card/American Express at very competitive merchant rates
- Monitor all Payables, comparing them to budget and getting appropriate authorization for payment
- Maintain all financial records including invoices, receipts and reports
- Budget preparation assistance
- Prepare financial reports and statements
- File annual reports as required with state and IRS