Conference & Registration Management

CONFERENCE PLANNING

Our first-class conference management services involve every aspect of planning and overseeing meetings. Our comprehensive services are tailored to the unique needs of each client and include venue selection; speaker management; coordination of travel for presenters; on-line registration; website development; mobile application design and development; managing meeting room set-up and audiovisual requirements; administrative support for conference materials; exhibit management; on-site support; post-conference surveys; analysis of survey results; and report writing.



Our conference staff can:

• Assess your needs and develop a preliminary budget, timeline and schedule of deliverables
• Secure conference site
• Develop a conference website and mobile application to disseminate information to attendees
• Manage speaker travel, exhibitor space, and poster abstract submissions
• Arrange and manage meeting room set-ups and audio-visual requirements
• Process payments to vendors and reconcile all invoices for payment
• Provide on-site management including staff to serve at information booth

REGISTRATION MANAGEMENT

Registration is often the most labor-intensive aspect of the conference planning process. Infinity Research
offers a seamless, efficient registration process and overall meeting experience.

Our registration staff can:  

• Design and host a secure, on-line registration system
• Receive registrations and payments and acknowledge receipt with confirmation email
• Print name badges, participant rosters, and other ad-hoc reports
• Respond to customer inquires
• Work with Exposition company for set-up of booths
• Manage the on-site registration process including processing walk-in registrants, collecting payments and settling financial accounts
• Provide professional on-site staffing for the duration of the conference
• Create and administer post-conference evaluations
• Provide a final report detailing expenses and reconcile funds collected  

HOUSING MANAGEMENT

Infinity Research offers centralized housing management, to which we apply the same standards of service as we do to registration.  We will closely monitor your room blocks to avoid over-sell and attrition.  We provide complete housing block management, tracking your room blocks inventory in order to maximize your groups room usage, whether in one hotel or citywide. For multiple-property room blocks, we direct bookings so that your usage is maximized at all hotels, in order to minimize any attrition consequences that may occur.

Our conference planning staff can:

• Secure the best possible venue rates, dates and space
• Negotiate hotel contracts to include reduced group guest room rate; complimentary rooms and upgrades
• Determine room block requirements for groups; review room block history
• Develop housing form
• Follow-up and resolve any housing issues (check-in date, check-out date, etc.)
• Respond to all housing-related inquires
• Ensure you receive the right environment, keeping attendance up and expenses down
• Arrange ground transportation and shuttle services as necessary

We work with your staff to ensure that your conference runs smoothly and is successful. By managing the details, we allow you to focus on other priorities.