Full Service Meeting Management
Simultaneously with locating the venues we will begin work on several other aspects of the project. We use a comprehensive platform that manages multiple events within one system. It can manage timelines, work assignments, budgets, space requests, AV, catering, e-marketing and registration for the various events we work with.
Clients have access to review information and reports as needed. This assists in managing deadlines so we work together amongst the several events throughout the year. This also helps facilitate communication between the stakeholders to ensure goals and objectives are being met.
The meeting management includes:
- a project timeline
- vendor management
- speaker and VIP logistics
- contract consultation
- venue oversight
- post conference activities and excursions
- production or décor requirements
- audiovisual services
- food & beverage detail
- budget management and oversight
As your event begins to take shape our staff will create a thorough conference specifications document – which combines all logistical aspects of your meeting including room, food and beverage, and audiovisual specifications.
Communication is essential to a successful event. We participate in status updates with your team as we work through the project timeline to ensure that both our teams are satisfied with the progress being made. Our staff will make the necessary site visits to make sure all aspects of your event will meet your expectations.
We have provided these services for the past eleven years for a variety of clients primarily within the educational and association industries.
KF Events offers a robust and easy to use online registration system that automates and integrates conference registration and marketing activities. Our staff will work to determine the best format for your registration requirements and ensure that all pertinent information is collected during the registration process. We have staff that will manage registration questions and payment collection.
The online registration platform can include the following features:
- customizable design which matches the conference “look” and website
- customized email address and conference phone number for attendees and exhibitors/sponsors
- multiple payment options, including P.O., e-check & credit card transactions
- multiple registrants tied to one payment
- electronic invoicing
- badges with logos, program selections, and bar codes for lead retrieval
- robust reporting tools
KF Events supplies onsite registration equipment and staffing. We will work to determine the best onsite registration process and layout. Our company is licensed and bonded to handle registration payments. Audit reports and access for your team members to check on registrations and revenue are available as needed through a 24/7 online reporting site.
We are registration professionals that have processed over 50,000 registrations and have developed streamlined and efficient ways to capture information and collect payments.
Exhibits & Sponsorship
During the strategy development we will identify if your event would be a good fit for exhibitors and/or sponsors. If we identify that there is a good fit for this aspect, KF Events would develop in partnership with the client a comprehensive potential exhibitor list. This will come from identifying potential partners and key companies that would easily align with the goals of the conference. We will use our existing resources and knowledge to help facilitate this process.
We would create online registration for all exhibiting companies including booth selection through an interactive booth map and collection of necessary company information. We would work in collaboration with the client for the layout, potential list and overall goals & categories.
KF Events offers lead retrieval services to you and your exhibitors. An app that can be used on the majority of smart phones to track attendance or sold to Exhibitors for lead retrieval. These scanners provide real time data with attendee contact information and are very user friendly. This service can also be used for CEU tracking and reporting.
In conjunction with our exhibit sales we will work with you to generate a potential sponsor list. We provide high touch and personable customer service to ensure your sponsors are taken care of and that the partnerships are strengthened. Sponsorships can be a critical piece of a successful event.
We currently service five exhibit halls annually and work to identify ways to enhance the exhibitor and attendee experience. We also procure sponsorships for these clients and are actively working to further engage their partnerships.
Call for Proposals
We offer a comprehensive online presenter database that allows us to send electronic invitations to potential presenters, collect abstract (title & description) submissions online, customizable registration platform with categories and requirements for selected speakers. The platform offers online approval and session assignment tracking. This includes assignment of rooms for sessions and overall flow/layout of the conference. We recommend that the session offerings are complete when registration opens four months before the event.
The development of the master conference session schedule, session tracking and updating changes to sessions online and in printed program are all part of this service area. We will upload any necessary files from presenters as needed for the conference (including .ppt and supporting documents). Access to those files for the attendees can be included from the conference website.
Currently, our team manages speakers and curriculum development for over 300 presenters annually. We are familiar with the nuances associated with contracting a keynote speaker and also pulling together information from various breakout presenters.
We begin with taking a strategic look at your goals for the event(s). KF Events will partner with you to determine what criterions need to be met in order to consider the hosted event(s) a success. We believe that meetings are an integral part of moving ideas forward and identifying the meeting strategy is critical to achieving success. Your KF Events project team will work with your assigned staff to identify key objectives for your event and develop a measurement for impact and implementation plan. This process takes a few weeks and is a continuing conversation throughout the development of the project.
Budget planning is another integral part of the strategic planning process. Our staff will create reporting tools and checks/balances to ensure the team is staying within your set guidelines and expectations.
The strategic work of KF Events involves not only the pre-planning, but also the post-event assessment including survey services to analyze your event. This identifies the areas that need improvement and those which were a success. Our staff will also provide detailed attendee reporting data. Your project manager will meet with your staff for a full post-event debrief ensuring future successful events.
We have provided this service for several clients over the years, specifically with the annual WASWUG (Washington State WSIPC User Group) Conference. 2013 marked our fourth year working with this event and we have seen registrations increase by 30% and satisfaction levels over 90%.
Site Selection & Contract Consultation
Once the main goals and objectives have been met we will work with you to determine the best venue for the events. We have worked throughout the state in most conference facilities and hotels. We will prepare a request for proposal based on the event needs and provide a summary/evaluation of the potential venues for your final review and approval. We have worked extensively on hotel and convention center contracts and are familiar with the various terms and conditions and will work diligently to provide the event and attendees with the best value.
Housing & Transportation
KF Events will coordinate and manage all hotel reservations for your VIPs. We work with the hotel to make sure all needs are met and will ensure your guests have the information they need. The contracts for hotels should be signed as much prior to the event as possible to help in securing government per diem rates and meals. We will submit a housing list to hotels and will send out final confirmations in advance of the conference as needed.
Our team will oversee all transportation needs should some arise, including managing the data for all arrivals, departures and transfers. We coordinate with the contracted transportation company to ensure that the attendees’ transportation needs are met.
Marketing & Website
At the beginning of the planning process we will identify strategies to use for marketing and an event website. KF Events will work with your team to create a thorough and informative website for your attendees. We can include information on registration, housing, transportation, event location, excursions, etc. Our team will prepare a communications timeline integrating all avenues of communications to your attendees.
We can also include Web 2.0 tools to generate interest in the event as well as create a place for your attendees to connect. Our experience has proven that when hosting an event you are most importantly creating an experience for the attendees. This experience begins with the very first announcement of the event to the networking that continues following your event. Your KF Events project team will work with you to create an experience-marketing plan that far extends the actual event dates and involves appropriate partner organizations.
We have worked on the event marketing for several events and have managed websites for conferences for the past five years. We will manage a “conference look” that will be branded through all marketing materials (electronic and printed).
We have also developed a conference app that is native to iPhone and Android devices. This is a useful tool for some events especially when multiple breakout sessions are offered over the course of several days. We will work to determine the best app solution for your event if it is needed.
To ensure successful events we will bring onsite staff and work with the client staff as needed to coordinate all onsite logistics. Our staff will ensure that all event space will have the proper set-up, audiovisual capabilities, and food and beverage arrangements. We will manage all your contracted vendors and excursions ensuring success at every level of your event. Our staff will also manage all logistics for your speakers and VIPs.
Another essential aspect of a successful event is to manage all small logistics from signage & room drops to overnight shipping. Our staff will work determinedly onsite to ensure every aspect of your event is executed seamlessly and effectively.
We have put in over 6,000 onsite hours at events since 2001. We thoroughly enjoy this part of the job as we see all the hours of planning and preparation come together and see the culmination of a successful event from both the attendee and organizer perspective.