Systemic Research has extensive experience in planning and managing large and small scale meetings, workshops, and conferences. We provide planning and management of events of all sizes. We will tailor our services to meet your needs- from coordinating the entire event to consulting on selected areas.
Setting the Event Date
We can help you select the best date for your event. If you are flexible, setting the correct date can help you contain costs, avoid holidays, and prevent conflicts with other conferences.
Site Selection
The site of you meeting is very important. Whether you plan to hold your meeting near your business location or school, or if you are planning a destination event, choosing the "right" site ensures the success of your meeting, workshop or conference. The site selection has a great impact on your budget, and attendance rate. Some factors to consider are access to transportation, proximity to an airport, availability of hotel accommodations, local attractions, and weather.
Budgeting
Systemic Research will work within your budget. We will negotiate with vendors to get you the best value for your money. Are participants responsible for their own travel and lodging costs? Will there be a registration fee? Will speakers be paid? Is your event a workshop with stipends to be paid to participants? These are just a few of the many questions you need to address. We will carefully outline each line item of your budget so there will be no unwelcome surprises.
Accommodations and Transportation
Systemic Research will help you locate the appropriate lodging for you attendees. Lodging may be at the conference hotel, or near the meeting sight. If the meeting site is not at the lodging hotel, transportation must be arranged between the venues. Systemic Research will negotiate the best possible room block rate.
Catering/Banquet
Systemic Research will arrange catering and banquet for your event. We will help you decide what meals and snacks you will offer, while considering your budget.
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Audio-visual
An often overlooked, but critical component of your meeting, are the audio-visual requirements. We will work with the audio-visual vendor to ensure you have the optimal equipment (screen, microphones, power strips etc) needed to provide your participants with a productive and enjoyable experience.
Promotional Materials
Systemic Research will help you decide what promotional items you need. From the basics such as name tags, to the practical such as tote bags, to marketing materials such as mugs, post-it notes, gifts, ect., we will locate the vendors, negotiate the price, provide the graphics in the format needed, and ensure timely delivery.
Handout Design
If needed, we can design your handout materials for in-house or outsourced printing. Handout materials may include the agenda, map of the venue, conference proceedings, abstracts etc.
Announcements, Invitations, Registration, and Travel Arrangements
Systemic Research will announce your event, send out the invitations (if appropriate) and handle registration (on-line or other preferred method). We will also make travel arrangements for your participants if you are providing that service.
Onsite Event Coordinator
If you are hosting a large scale event Systemic Research will provide an onsite coordinator to ensure your event runs smoothly. The coordinator will work closely with your vendors, and be available to your guests.
Follow-up Evaluations
Participant feedback after your event is important. You want to know if the meeting logistics, objectives, materials, and individual sessions were successful in meeting your participants' needs. Systemic Research will design an evaluation survey, either paper to be distributed and collected at the end of your meeting, or an online survey with participants receiving an email with the evaluation survey link. Systemic Research will analyze the collected data, and provide you with an evaluation report.
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