DFYS WESTCHINA CONFERENCE MANAGEMENT SERVICES

DFYS specializes in individual attention to your meeting or event. As a full service meeting planning company, DFYS management encompasses all aspects of your conference. DFYS is also equipped to handle designated tasks for your event. Whether it is complete conference management or specific activity management, DFYS coordinates the details with the conference objectives. Check the list of professional services in each of the three phases of planning and managing a meeting or event.

PHASE I PLANS ARE FORMULATED AND IMPLEMENTED
PHASE II THE ACTUAL MEETING/EVENT
PHASE III THE POST-MEETING/EVENT PERIOD

PHASE I • DEVELOPMENT

Professional Planning
Establish the meeting/conference format and dates
Prepare preliminary operating budget
Make site inspections and site selection
Negotiate and contract facility to secure the best combination of service and price
Establish planning/action timetable including all pertinent deadlines
Arrange planning/committee meetings

Assure Informative Programming
Assist with program development and/or speaker selection process
Act as liaison between speakers and conference committee
Obtain session presentation materials to design and produce conference proceedings
Make arrangements for lodging, amenities and individual requirements of speakers
Plan and conduct meeting for presenters

Promotion Development and Distribution
Establish promotion plan—including research and procurement of mail lists, press packets and advertising
Create and host event web site
Design and produce promotional materials for print and web site

Advance Registration
Establish registration procedures
Respond to telephone, mail, email and FAX inquiries
Process registrations and accommodations; receive, record, and confirm
Process payments; check and credit card
Prepare registration/financial reports
Prepare name badges, speakers cards

Facility Management
Design meeting and function room set-ups
Arrange for on-site office facilities, equipment, and services
Determine audio-visual needs: order equipment and personnel
Locate and organize an email center
Order ground transportation
Coordinate food and beverage functions including menu selection and/or creation of special menus
Establish master billing and credit requirements
Conduct briefing of meeting facility staff
Obtain local informational brochures, restaurant guides and maps

Coordination for Exhibitors
Provide exhibitor information packet including contracts
Design exhibits floor plan and assign booth space
Act as ongoing liaison with exhibitors

Staffing Assignments
Determine staff requirements
Recruit volunteer or hire appropriate staff
Communicate job requirements and schedule to staff
Conduct staff training

Additional Services
Select and purchase souvenirs, gifts and awards
Design and produce signs
Organize recreational/sightseeing activities
Plan spouse program
Negotiate airline travel and car rental discounts for attendees
Negotiate and contract show decorator
Make VIP arrangements
Select and book music and/or theme entertainment
Hire photographer and arrange floral decorations

PHASE II • ON-SITE MANAGEMENT & LIAISON

Facility Management
Provide liaison with meeting facility
Check set-up of meeting and function rooms
Supervise set-up of exhibits
Confirm food and social function guarantees
Distribute gratuities
Coordinate materials delivery to session rooms
Position signs and room locators

On-site Check-in and Registration
Establish on-site procedures and arrange set-up
Supervise on-site registration staff
Distribute meeting materials and handouts
Expedite check-in and check-out procedures

Additional Responsibilities
Supervise press room and message center
Handle special requests
Arrange VIP greeting and amenities

PHASE III • FOLLOW-UP

Financial Review
Review hotel master account
Review and approve invoices for payment
Provide closing Financial Reports
Provide meeting summary

Individual Communications
Send individual acknowledgements to volunteers and staff
Issue “thank you” notes to presenters and committee members

CONFERENCE MANAGEMENT SERVICES
At DFYS,we pay close attention to the individual needs of each meeting for each client. We offer the above list as a comprehensive array of services, each with the potential to be an important ingredient for the success of your event.

We would be happy to meet with you to discuss the particular needs of your next meeting. We hope you find us as easy to contact, and to do business with, as any of our existing clients.