• Develop Custom Online Registration Forms
  • Process Attendee Payments
  • Provide Detailed Comprehensive Registration Reports
  • Attendee Customer Service – Before, During and After your Event
  • Oversee travel and hotel arrangements for Fellows in Training


  • Development of educational activities for Continuing Medical Education
  • Timely collection of required documents for accreditation review
  • End of course survey and credit distribution through our accredited providers 

Faculty Support

  • Detailed communications with Faculty regarding their responsibilities
  • Timely collection of all documents to meet accreditation deadlines
  • Management of all travel logistics to and from the conference 


  • Social Media Account Management     
  • Digital & Print Collateral Design, Including:
    • Industry Prospectus & Application
    • Save the Dates & Flyers
    • Hospital Cath Lab Posters
    • Digital and Print Ads
    • On-Site Signage
  • Facilitate Distribution of Collateral
  • Event Website Creation
  • Create and Manage Custom Event App
  • Brochure Development & Mailing
  • Targeted Advertisement in Online & Print Journals
  • Promotional Emails
  • Co-Sponsorship with Educational Societies
  • On-Site Promotional Items 

Industry Partnership

  • Act as a liaison for Educational Sponsors and Industry Exhibitors
  • Originate levels of support & promotional opportunities that fit your educational program and goals
  • Complete and submit educational grant applications along with post-conference required reconciliations
  • Design the industry prospectus, exhibit applications and exhibit hall floor plan
  • Procure exhibitors and commercial supporters
  • Manage Pre- and Post- conference communications with industry partners
  • Onsite Exhibit Hall Management including venue negotiations, design, set-up and tear down

Venue Management

  • Assist with venue sourcing, advising on optimal meeting space in line with meeting objectives
  • Complete site visits and final venue selection
  • Handle all contract negotiations, maximizing hotel contract terms and concessions
  • Minimize meeting room rental fees
  • Negotiate and secure best available group rates
  • Minimize deposit terms and attrition
  • Order catering for all planned meal functions
  • Manage faculty and staff room block

Onsite Production

  • On-site event staffing, management and support
  • 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
  • Coordination and management of meeting room layout and set-up
  • Tradeshow / Exhibit Hall installation
  • Special Event management

Accounting and Financial Management

  • Managing event budget from initial conception, regular spend updates and final reconciliation
  • 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

Post-Event Analysis

  • Complete Post-Education Analytics and Reports
  • Attendee Satisfaction and CME Surveys
  • Faculty & Fellow Reimbursement
  • Online Distribution of Presentation Materials
© 2024 Gaffney Events. All Rights Reserved.