Event Management

ASBA has extensive experience in planning, coordinating and facilitating government training conferences. Through our due diligence and knowing of our clients needs and concerns enables ASBA to accomplish both the required task and as well as training initiatives. ASBA’s unique ability to organize a proficient, experienced and professional team for each event enables the management approach to be more creative, independent, and cost effective. Each event varies and is tailored based on the clients experience, their support staff and budgetary restraints.

Types of Events

• Conferences
• Trade Show Expositions
• Diversity/enhancement forums
• Miscellaneous events

Each event is designed to create a networking and informational platform where large and small businesses can interact with government agencies, educational institutions and corporate entities.

Event Administration and Registration

Pre-registration. Arrange, monitor, and support conference registration for all guests, including participants and speakers. This includes any necessary mailings and related replies, requests for guest (spouse) attendance, accepting credit card, check or purchase order requests, special meal requests, and coordinating with the hotel.

Registration. Coordinate participant registration at the conference including check-in, material handout, etc.

• Prepare and distribute badges
• Provide monitoring system for attendance at sessions to determine individual and overall group attendance
• Provide skilled staff at each event to register attendees and provide other administrative support functions
• Provide name badges at registration table
• Provide conference package to all participants
• Ensure that all supplies, equipment, and necessary clerical support to service participants is provided onsite, and ensure that meeting rooms and audio-visual equipment are provided as requested

Other Registration tasks as required.

• Duplicate and distribute evaluation form(s) to attendees, collect forms, tabulate results, and submit a written report of results

Meeting Facilitation

Provide arrangements for all meeting space through the coordination with hotel staff to ensure the specifications are met and adhered to. Type of space facilitated:

Meetings Rooms
Conference Rooms
Exhibit Hall
Luncheon/Banquet Room
Reception Room
Command Center
Speaker Ready Room
Registration Area

Site Selection and Logistic Management Services – Identify conference site and arrange/coordinate hotel accommodations, meals, meeting rooms, transportation and other support as needed.

• Identify conference site through conducting site visits and preparing recommendations to the client based on their meeting requirements.
• Obtain the name and addresses of invitees from the Project Officer
• Maintain electronic capabilities to communicate via e-mail and Internet with conference invitees, attendees
• Arrange hotel accommodations for attendees and speakers as identified by Project Officer
• Compile rooming lists
• Coordinate all activities to ensure that arrangements for the Conference are undertaken and completed in a timely manner and as needed, visit host site as required to ensure planning is progressing
• Arrange hotel accommodations for speakers, and other non-government personnel as identified by the Project Officer for conference

Conference Support Services

Arrange all equipment for the conference to include audio-visual, booth displays, speakers, media coverage, etc. Provide all conference materials such as name badges, bags, brochures, signage etc.

Equipment. Arrange all equipment for the conference such as audio-visual requirements, Internet connections and microphones.

• Provide video and screen systems including computerized devices for main. room and panel sessions, as needed
• Provide podium and audio system for all speakers

Materials. Provide all conference handout materials such as conference program, FAA information materials, evaluation forms, speaker information, nametags, etc

• Prepare printed name badges for each day of the conference
• Brochures
• Conference program booklet
• Name Badges
• Tent cards for each conference participant
• Letters/invitation to meals or receptions, as need
• Conference Evaluation forms for conference. These forms will be coordinated with the Project Officer to ensure all necessary information is captured to fully assess the effectiveness of the session(s). The forms will be submitted to the Project Officer and will be approved prior to implementation of use
• Conference bags
• Preparation conference package to be distributed to all participants

Booths/Displays. Plan and design exhibitor display space for companies/organizations.
Work with Hotel to provide space for booths/display and arrange exposition services

Printing. Provide printed materials including an informational brochure, conference program, conference session materials, conference bags or other related materials.

Signs. Arrange for signs identifying conference activities, conference partners/exhibitors and any necessary directional information.

Speakers. Support the selection of speakers and follow-up with speakers to assure their timely conference attendance.

• Support the services of identified speakers based on approved agenda and as approved by the Project Officer
• Normal day-to-day instruction, clarification, and direction will be obtained from the Project Officer

Media Coverage. In conjunction with Project Officer take steps required to provide media coverage of the conference.

• Provide local media, city and/or Chamber with database listing of number of people attending the function based on registration database
• Work in coordination with Project Officer to secure local media coverage of the conference

American Small Business Alliance
9030 Red Branch Road • Suite 190 • Columbia, MD 21045 • 301-596-6031 • 410-715-2595

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