Symposium / Conference Management

Gaffney Events management team strives to manage and deliver programs that will suit your objectives and budget while exceeding your expectations. Our goal is to create ongoing relationships by adding significant value to our clients. With over 20 years of experience, a huge network of specialist suppliers, superior negotiation skills and a genuine commitment to delivering exceptional results, Gaffney Events offers you the highest standards of meeting management services. Whether we manage your entire project or serve as a seamless extension of your team, our objective-driven approach to conference planning and conference management allows us to deliver superior results and to build on past successes. The services and support we offer is tailored to your specific needs and can include:

Symposium Management

Program and Content Development

  • Assist Program Directors in developing and identifying appropriate
    needs assessment, learning objectives and target audience.
  • Complete and submit CME application.
  • Provide assistance and input on course agenda and content.

Site / Venue Research, Selection and Management

  • Complete site visits and venue selection.
  • Handle all contract negotiations.
  • Order catering for all planned meal functions.
  • Manage faculty and staff room block.
  • Coordination and management of meeting room layout and set-up.
  • On-site staffing, management and support.

Faculty Coordination

  • Full-service management of VIP travel arrangements including air, ground transportation and hotel.
  • Ongoing communication to assure all Faculty needs and requests are taken care of in a timely and flawless manner.
  • Provide detailed correspondence to Speakers outlining the conference and their roles and responsibilities during the meeting.
  • Collect required documentation from Faculty, (Faculty Disclosures, W9s, presentation materials), and produce Faculty Disclosure Summary for inclusion in conference syllabus.

Industry Sponsorship and Exhibit Coordination

  • Assist with targeting and securing Industry support.
  • Complete and submit all required paperwork for Educational Grant Applications.
  • Design and develop Application to Exhibit, Badge Request Form, Exhibit Prospectus and Expo Order Forms.
  • Selection and management of Expo Company, order appropriate Exhibit Hall items including registration kiosks, pipe-n-drape, tables, linen and electrical.
  • Manage and confirm on-site set-up of Exhibit Hall and Registration.
  • Prepare and obtain all Letters of Agreement.
  • Post-conference follow-up with Industry.

Registration

  • Collect, process and confirm registrations.
  • Complete database management.
  • Print symposium CME certificates.
  • Design, develop and print name badges for attendees, faculty and sponsors.
  • Act as main contact for registrants, answer symposium questions and assist with special requests.
  • Management of on-site Registration Desk.

Graphic Design

  • Design and development of Save-the-Date, Conference Brochure, Syllabus and program materials.
  • Development and maintenance of symposium website.
  • Creative design of journal ads, eBlasts and web icons.
  • Production of directional signage and banners for symposium.

A/V Management

  • Secure specialized A/V company to provide all necessary services including onsite audio-visual requirements and Live Satellite Transmissions.
  • Coordinate Live Broadcasts between the Meeting Venue and Hospital.
  • Management of Speaker Ready Room.

Marketing

  • Outline a detailed marketing plan to promote the conference.
  • Identify appropriate advertising venues and secure ad space.
  • Select and obtain appropriate mail lists and eBlast lists.
  • Facilitate distribution of Brochures and Save-the-Date mailers at selected conferences.

Accounting and Financial Management

  • Obtain estimates in order to prepare an accurate symposium budget.
  • Continually supply Program Director with budget updates.
  • Apply funds received from grants, exhibit fees and registration to symposium budget.
  • Detail all conference expenses and invoices paid along with remaining symposium balance.
  • Follow-up to collect outstanding educational grants and exhibit fees.
  • Post meeting budget analysis.