Full Service Meeting Planning Overview

For pricing and more information, please email the CME Conference Planner Rayven at Rayven.g@ufl.edu or call 352-733-0154.

Venue Logistics

As part of our venue logistics services, we handle hotel arrangements beginning with site selection through negotiation of various amenities such as guest room blocks, meeting space, meal functions and other special services as required. Due to the volume of events managed each year, we have experience with negotiating significant rate concessions from hotels and other vendors.

Audio Visual Operations

We schedule, order and coordinate the operation of audiovisual equipment for your group. Rental of AV equipment can often run into the thousands of dollars with hands-on management. We can negotiate maximum service at the most reasonable price without compromising quality. Our office has developed relationships with audio visual companies through our many events, and can secure competitive AV pricing for your conference.

Speaker Management

You choose your speakers; we take it from there. Our office handles everything from obtaining the CME required documents from speakers, to travel and accommodations. Our staff sends reminder emails to keep speakers up to date, collects required forms for submission, and communicates all material deadlines with ample time. Honoraria and travel reimbursement will be worked into your budget, and we take care of distribution to speakers after the event. Full Disclosure forms are collected from each speaker, and conflicts of interest are resolved and expressed to attendees so your conference stays free of commercial bias.

Exhibit and Sponsorship Coordination

Our office recognizes the value and significant contribution that pharmaceutical companies, medical device manufacturers and other commercial organizations make to financially support continuing medical education activities. We create a prospectus that outlines all the best qualities of your program that will attract sponsors and exhibitors. After sending out to our curated list of prospective businesses, in addition to any contacts you have it mind, we maintain communication and pursue interested companies. Depending on what fits with your program, we coordinate exhibit opportunities, sponsorship opportunities, or both. After the acquisition of sponsors, we act as the point of contact for exhibitor and sponsor questions, payments, and on-site communication.

Printing, Mailing, and Graphics

In coordination with UF’s graphic design resources, we create marketing materials that will catch the eye of potential conference attendees. Our office works with you every step of the way to ensure that our marketing materials exceed your expectations. The printing of your announcements, brochures and course syllabi is coordinated by us. If desired, we’ll arrange to have customized materials such as notebooks, portfolios, canvas bags and other specialty items created for your participants. The UF CME office has developed relationships with companies that we use for multiple events, and we can confidently find you the most competitive price on printing and promotional materials within your budget.

Promotion, Publicity, and Marketing

The key to a successful event is getting the word out to the right audience. We work with you to identify and obtain the right mailing and email lists to reach the widest audience and get the greatest postal discount that our bulk mail permit will allow. Our office can prepare and disseminate conference announcements to associations and trade publications for their “Calendar of Events” section. We create websites that are mobile friendly and easy to navigate to make accessing information and registering as easy as possible. It is essential to develop a balanced combination of print, electronic, and social media marketing that will increase attendance at your event.

Budget Management

We work with you to make your event successful within your budget. Our office handles all financial aspects of your event – including collecting and managing registration fees, coordinating travel and room prices, maximizing marketing while keeping costs within your budget, and helping acquire sponsors to fiscally support your event. Our office creates pre and post event budgets that detail your expenses, revenues, fees, and net balance.

Online and Onsite Registration Services

Our online system provides attendees an easy and convenient way to register for your event. We handle all aspects of registration including collecting fees, issuing receipts, communicating additional conference details, confirming their registration, and recording all financial and registrant information on a database. In addition to online registration processing services, we provide onsite registration services at your event. To make the day flow smoothly, our experienced event planners and staff members are present to check in attendees, register walk-ins, serve as the liaison with the hotel for meeting details, and check meeting room and banquet set-ups. Upon completion of the event, we compile a final roster of all attendees and administer credit and certificates.

Travel and Transportation

Our staff arranges for speaker travel and reimbursement of expenses, and makes arrangements for airline and hotel reservations, rental cars, shuttles, faculty dinners, charter buses, field trips, and other travel needs as required.

Post-Program Evaluation

Our office provides attendees with a post-event evaluation that gives you feedback about your conference or event. We collect the evaluations, analyze the information, and provide you with a detailed overview of attendee demographics and opinions of your event. Questions that focus on marketing, demographics, and professional specialties will provide you with insight into who to target and how to adjust future marketing strategies that will improve your event the following year.

Record Maintenance

We maintain detailed records for you from year-to-year, including marketing materials, budgets, invoices, attendance, and evaluations. If your conference is a repeat event, this can help your organization develop a conference history. After developing this baseline, our office provides you with professional advice as to how your event can be improved and how to budget more accurately for future events.