CRA Responsibilities & Deliverables

It is our mission to successfully handle all aspects of event management.  Key services include communicating event needs, venue coordination, manage timelines and schedules, assembly of pre and post logistics, analyze market demands and trends, develop and execute subject matter, and deliver exceptional value in the form of tailored, customized programming.

Pre-Program Planning:

  • Venue Identification, Negotiation & Selection: includes review/decision point on event location, venue site inspection, floor plan consideration, networking layout, sleeping room block, breakout room needs, exhibit hall set-up, hospitality suite space, and ballroom format
  • Market Analysis: review and consideration of competition, key market trends, industry demands, information needs, and best practices
  • P&L and Budget Production: formation, analysis and execution of profitability.  Forecasts for event expenses, vendor fees, etc.
  • Registration Fee Structures & Enrollment Policing: to ensure all delegates are accurately enrolled and processed according to price points
  • Registration Site Management: to maintain accurate registration details and update fee structures
  • Revenue Collections for Sponsorship and Attendee Funds: to monitor and secure all revenue transfers
  • Confirmation Notices and Venue Detail Notices: immediate speaker/sponsor/attendee notifications to ensure event details are cataloged
  • Marketing Campaign Development: development and implementation of marketing timelines and deliverables to ensure maximum visibility is accomplished
  • Strategic Audience Development: CRA will work with Presenter to ensure the caliber of participation is achieved.  Invitations, outreach, and direct communication to be performed on behalf of Presenter
  • Strategic Relationship Development: through CRA, you will have access to a broad network of corporate strategy executives, venture capital fund managers, incubators, PE investors, and revenue-generating emerging growth companies
  • Board Member Assembly & Management: weekly updates to all board members selected based on the Presenter’s vision and/or the recommendation made by CRA. CRA to coordinate scheduling for board calls, provide status reports, and deliver deliverable timelines for program development
  • Sponsorship Due Diligence and Generation: will research, inform and secure synergistic sponsor partners)
  • Subject Matter Due Diligence: perform tasks to ensure topics/session content is on point with industry demands and information needs)
  • Agenda Content Coordination: to collect and assemble all topics, trends, best practices and subject matter to be formed into an agenda)
  • Schedule of Events and Agenda Governance: to plan all aspects of the event schedule and keep it in alignment with the goals of the agenda.  Management of subject matter in the form of keynotes, spotlight interviews, panels, case studies, breakout sessions, workshops, demos, and meet-and-greet stations
  • Event Material Collection: including speaker bios, photos, company profiles, adverts, etc
  • Registration & Event Data Management: ensure all credentials and data are correct and collected in preparation for event delivery
  • Audience Development & Lead Generation: to determine target delegates and wish list attendees with specific outreach efforts, as well as conduct due diligence of preferred registrants
  • Website Management Development and Management: weekly changes to website text, scheduling, speaker bio/photo uploads, etc
  • Social Media Campaign Development: to work closely with all speakers/sponsors to accelerate social media efforts through Twitter feeds, LinkedIn, blogs, etc
  • Strategic Alliance Development & Management: identification of complimentary groups to support event mission objective and form in-kind partnerships which will enhance exposure
  • Press & Media Relations: determination of media groups to cover and report on subject matter, as well as coordinate on-site interviews
  • Corporate Communication Liaison: includes, PR, social media, pre and post event content/photo/video delivery
  • Data Assembly & Tracking: management of speaker contact spreadsheets, sponsorship spreadsheets with specific requirements, board member contact information and notes, and select attendee data with specific instructions (i.e diet restrictions, desired objectives and event goals, preferred attendee targets to meet, etc)
  • Meeting Planning: includes all pre-event coordination, conference timelines, meeting space sets, exhibitor floor plan, traffic flow coordinates, A/V direction, hotel instructions, etc
  • Logistical Information Delivery: prepared and presented to conference Presenter, Board Members, Chairman, Speakers, Sponsors, Exhibitors, Vendors, Hotel and Attendees)
  • Program Resource Planning (i.e., stage set needs, printed event material, breakout signage)
  • Team Planning & Presenter Briefing Document Production: outline of all event elements and on-site duties assumed by CRA and event Presenter
  • Event Survey Coordination: to ensure all data is collected based on event demands and agenda content (includes polls, moderator forms, session feedback, and real time attendee information requests)
  • APP Identification and Management: content uploads, text positioning, graphic art assembly, logo uploads, speaker bio and photo uploads, corporate profile and advertisement inclusions, attendee connection efforts, and venue space layouts)Workbook Coordination (optional – hard copy format, including advertisements, reports, etc)
  • Vendor Negotiation, Confirmation, and Coordination (A/V, graphic artists, printers, rental furniture, awards, etc)
  • Videographer / Photographer Coordination: RFP collection, performance reviews, referral consideration, and special service offerings. Final negotiation and service coordination
  • Special Event Management: RSVP management and coordination for special events including breakouts, pre-event workshops, off-site dinners, etc
  • Private One-On-One Meeting Scheduling and Management: pre-event management and on-site coordination of all F2F meetings in a private setting)
  • BEO and F&B Preparation: coordination of all aspects of event sessions, receptions, breakouts, which match estimated attendee counts/Presenter needs
  • Logistical Checklist Notifications: sent 2x prior to all delegates with information such as venue address, dress code, wi-fi connectivity instructions, APP details, etc
  • Sponsorship & Exhibitor Checklist: one-month prior, conference calls will be scheduled to ensure all aspects of needs/expectations are met
  • Speaker Logistical Memos & Slide Deck Coordination: to secure all PowerPoint slides for pre-event review and on-site execution
  • Quality of Text & Content: proof reading of all event text and delegate credentials to ensure accuracy
  • Room Block Reservation Block  Management: to avoid attrition, attendee notices will be sent to reserve hotel rooms prior to expiration date
  • Conference Material Development & Delivery: includes name badges, banners, slide decks, signs, tent cards, place cards, menus, tent cards, digital signage, and reference materials
  • Supply Needs and Event Resource Coordination: phone charges, badge trays, notepads, markers, scissors, etc

On-Site Management & Program Execution:

  • Conference Coordination & Set-Up: audit of exhibitor shipments, vendor connections and deliverable positioning, badge assembly, addendum name badge creation, hotel management meeting, sign positioning, Wi-Fi testing, stage set, meeting space layouts, exhibit hall coordination
  • Registration Desk Management: greet and check-in all attendees/speakers/sponsors with information related to all aspects of the event
  • Slide Deck Sequencing and Dress Rehearsals:  to ensure all slides are presented properly, A/V/ sequencing and test runs are performed
  • VIP Greetings: welcoming of board members, sponsors, speakers and exhibitors to communicate last minute details and prepare for on-site expections
  • Speaker/Panel Coordination: direct point of contact (POC) for all speakers to assist with stage seating, microphone attachment, slide deck dress rehearsals, and pre-panel assembly)
  • Sponsor/Exhibitor Table Management: POC regarding exhibit table set, electrical needs, material distribution, and brand recognition
  • Speaker/Panel Management: maintenance of timing, speaker stage set assembly, remote advancer assistance, session transitions
  • Venue Meeting Planning Coordination: POC to ensure all aspects of venue coordination are met in accordance with the agenda
  • F&B Set & Management: to monitor and police all aspects of F&B events – i.e. replenishing of coffee, trash removal, food reset, etc
  • Photography & Videographer Management: photo shot list, stage footage, on-site interviews, and networking images
  • Press Room Management: scheduling and policing of media appointments with select speakers/attendees
  • Microphone Distribution for Audience Q&A: offering of hand held mics to audience members during sessions
  • Collateral Distribution: room drops, seat drops, general session table material, reference point handouts, etc
  • Charging Station Management: to provide a safe, trusted charging station for portable devices to be recharged (stationed by Registration Desk)
  • Reference Material Uploads: changes made to website and/or APP for additional information in real time
  • Evaluation Form & Feedback Survey coordination: collection of attendee feedback and reports for successes, challenges and improvements
  • Exhibitor Tear-Down and Shipping Coordination: material transfer back to office locations, FedEx/UPS shipment retrieval, tracking information, post-event collateral packaging
  • Slide Deck Upload to Website and APP – based on pre-approvals for distribution

Post-Event Deliverables

  • Photo Coordination and Delivery: real time photos to be sent to speakers, board members, sponsors, and attendees for broad distribution.  Website to feature photos in real time
  • Video Footage collection and post-event editing: to coordinate and assemble clips, highlights, and teaser content for future program marketing
  • Venue Governance and Bill Analysis: cost comparison based on services provided by venue
  • Final Venue Bill Negotiation and Review: to ensure all expenses are accurate
  • Final Vendor Bill Negotiation and Review: to ensure all expenses are accurate based on services provided
  • Post-Event Board Member Debriefing & Communication : analysis of program content, audience responses, speaker performances, subject matter follow-ups, reference material, etc
  • Sponsor Debriefings: to touch base regarding expectations and achieved participation goals
  • Speaker and Sponsor Thank You Notes with post-event details: appreciation and reporting on specific areas of content
  • Survey Feedback Delivery Reports to Speakers and Board Members
  • Future Venue Reservation and/or Confirmation: to lock in annual date pattern to reserve preferred date
  • Post-Event Data Review and Lead Generation: to correct aspects of registrant data and follow-up on prospective attendees unable to attend the event
  • Post-Event Presenter Report: final outline of goals achieved, post-mortem relationship efforts, special areas of attention, and future business prospects