Conference Management

"NAACCR has partnered with Venue West for almost a decade. In that time their services have been superb. Their professionals guide our association to successful conferences every year. From pre-conference site inspection visits to the budget process and through the last day of the conference; Venue West is there guiding us through the process and ensuring that our investment in the conference is protected. The value they bring to the table is second to none."

Charles Blackburn, MBA, Chief Operating Officer

As a full service Professional Conference Organizer (PCO) Venue West  can manage your meeting throughout the whole process: from the early planning and budgeting stages to the final accounting.

We are equally enthusiastic about and dedicated to smaller projects outsourcing only a few specific services. No matter how broad or narrow the scope of a project, our goal is to make you shine!

Our Meeting Management Services include:

Planning and Budgeting
  • Needs Analysis and Due-Diligence Studies
  • Bid Preparation
  • Critical Path/Timeline Development
  • Congress Promotion/ Attendance Building Marketing Plan
  • Budget Development & Monitoring
  • Accounting and Financial Reporting
  • Final Accounting
Registration and Administrative Services
  • Online Registration and Abstract Management
  • Poster Services
  • Speaker / Presenter Coordination
  • CME Coordination
Venue and Accommodation Services
  • Site Visit and Venue Selection Recommendations, Contract Negotiation
  • Hotel Site Visit and Selection Recommendations, Contract Negotiation
  • Food and Beverage Management
  • Audio Visual Management
  • Management of Onsite Logistics
Exhibit Management
  • Venue Selection and Contract Negotiation
  • Potential Exhibitor Solicitations
  • Supplier Management (e.g. Display Company)
  • Development of Exhibit Manual
  • Floor Plans
Sponsor Management
  • Development of Potential Sponsor Packages
  • Solicitations of Sponsors
  • Sponsor Relations and Contracts
  • Onsite Management
Communication Services
  • Development of Brochures, Postcards and Other Printed Marketing Materials
  • Development of Final Program
  • Webpage Design and Build
DMC Services 
  • Special Event/Social Program Development
  • Tour and Companion Programs
  • Transportation Logistics and Coordination
Contact us for further information. It will be our pleasure to assist you!