On-Boarding Form

Sorted alphabetically - check items requested/needed. i3 Events will create a custom proposal with flat-fee pricing based on desired services.

Name

First Last

Organization

Phone

ARRIVAL AND DEPARTURE LOGISTICS (AIR, HOTEL, PARKING)

Airline block bookings/coordination/management for all attendees

Speaker airline bookings/coordination/management

Airline transfers for all attendees

VIP airline transfers

Contracting parking lots, coordinating parking passes

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AIR, HOTEL, PARKING NOTES

AUDIO-VISUAL EQUIPMENT AND SERVICE MANAGEMENT

AV RFP Creation, Management, and Distribution

Management of audio-visual contractor and services on-site

Management of in-house audio-visual contractor and services on-site

Assistance with speaker audio-visual requests

Slide production and management

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AV NOTES

BUDGETARY GUIDANCE

Full budget creation and management

Expense management (Venue, hotel, etc.)

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BUDGET NOTES

FOOD AND BEVERAGE COORDINATION

Catering RFP Creation, Management, and Distribution

Menu design, recommendations, and budgetary guidance

Management of outside catering contractor and services on-site

Management of in-house caterer and services on-site

Create detailed event specifications to ensure the venue has menu options, set up, etc

Work with the caterer to schedule a tasting

Management of all onsite F&B with venue

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FOOD AND BEVERAGE NOTES

GIVEAWAYS

Research of giveaway ideas

Management of logo, set up, delivery, fulfillment (bag stuffing)

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GIVEAWAY NOTES

MARKETING SUPPORT

Set up and sending pre-event emails through our MailPoet system

Management of social media

Electronic or printed program book design

Build and management of conference app

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MARKETING NOTES

PHOTOGRAPHY/VIDEOGRAPHY

Photography RFP Creation, Management, and Distribution

Work with client to development of the on-site photography schedule

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PHOTOGRAPHY NOTES

PROJECT PLANNING

Weekly Meetings and Daily 15-minute stand-up meetings two weeks out

Project timeline, monthly, and weekly management

Post-wrap-up notes with the client and vendors for future improvements

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PROJECT PLANNING NOTES

PROGRAMMING/SPEAKER SUPPORT

Act as the main point of contact for all speakers

Maintain regular communication with speakers to keep them informed about conference updates and schedules

Address any questions or concerns that speakers may have

Arrange travel and accommodation for speakers

Coordinate the on-site details such as parking, check-in, and green-room arrangements

Discuss and arrange necessary audio/visual equipment and technical support for presentations

Organize rehearsals or tech runs to ensure speakers are comfortable with the setup

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SPEAKER SUPPORT NOTES

REGISTRATION

Creation of conference website (includes registration form/portal)

Creation of stand alone registration form/portal

If paid registration, connection to a financial institution

Badge design and printing

Lanyard orders

Management of registration logistics (check-in, scanning, etc)

Post-conference evaluation support

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REGISTRATION NOTES

SIGNAGE

Creation of master signage document to include needs and placement

Signage ordering, printing, and management

Manage all on-site sign needs

Graphic design needs

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SIGNAGE NOTES

SITE SELECTION/SITE VISITS

Venue RFP Creation, Management, and Distribution

Contract negotiation

Review of site/venue contract

Planning meeting and site visit

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SITE SELECTION NOTES

SPECIAL EVENTS

Assistance with special events that are outside of normal conference operations (board gatherings, press meet and greets, etc)

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SPECIAL EVENTS NOTES

SPONSORSHIP

Guidance/consulting on sponsorship opportunities

Creation of sponsorship prospectus

Managing sponsorship deliverables

Booth and sponsor activation coordination

Shipment coordination

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SPONSORSHIP NOTES

STAFFING

Review of staffing schedule

Additional support staff needed

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STAFFING NOTES

VENUE MANAGEMENT

Preplanning walk-through upon signing to help develop program needs/locations

Creation of a Meeting Grid outlining what space is used and providing recommendations

Creation of Event Specifications with an outline of set up, av, food, and beverage needs

Overall execution onsite of all aspects relating to the venue

Review of final bill and assistance in reconciliation as necessary

Pre-event meeting to review logistics, staffing, set up, tear down, etc

Planning Meeting final walk-through

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VENUE MANAGEMENT NOTES

VIRTUAL/HYBRID MEETING MANAGEMENT COMPONENT

Provide options/solutions for virtual/hybrid needs

Live stream support

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VIRTUAL/HYBRID NOTES