Continuing Medical Education Conference in Florida
Whether you invite 50 people or 500, planning a conference or seminar can be challenging. Costs incurred to conduct a conference, including the cost for our services, are generally covered by participant registration fees and may be supplemented by grants, exhibit fees and vendor support.
Our office offers various levels of meeting planning services, from basic to full service. Depending upon your situation, you can contract for the services your program needs.
Basic service satisfies the state requirement for our office to collect and receipt monies for continuing medical education programs. All bills and charges related to your program will be paid out of your program revenue. It is your office’s responsibility to initiate the forms and paperwork. Services would include:
Budget Development and Monitoring
Our office can handle all aspects of conference finances including managing income and expenses. Detailed knowledge of the University of Florida paperwork and procedures will expedite getting all of your speakers and vendors paid promptly and properly. Upon conclusion, we’ll provide an actual budget and reconcile all expenditures so that you will have a complete financial record – right down to the penny!
If you’ve ever been involved in the registration process, you know that it can be complex and time-consuming such as writing receipts, recording credit card transactions, reconciling deposits, maintaining databases, and making name tags. We’ll handle it all, from the first phone call to the last minute registrant. Registration entails issuing receipts, mailing a letter to each registrant communicating additional conference details and confirming their registration, and recording all financial and registrant information on a database.
We can provide participant lists and sign-in sheets.
All invoices related to your program will be processed through our CME program account.
Full service lets you concentrate on the program content and leaves all the other logistical tasks to our professional staff. Services would include all of the “Basic Service” items plus meeting logistics, audio visual operations, speaker arrangements, soliciting support, printing and graphics, promotion and publicity, registration services, travel and transportation, and record maintenance.
We handle hotel arrangements beginning with site selection process through the contract negotiation for various amenities such as guest room blocks, meeting space, meal functions and other special services as required. Due to the volume of events we manage each year, we have experience with negotiating significant rate concessions from hotels and other vendors.
Audio Visual Operations
We will schedule, order and coordinate the operation of audiovisual equipment for your group. Rental of AV equipment can often run into the thousands of dollars and with hands-on management, we can negotiate maximum service at the most reasonable price without compromising quality.
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