Event Planner for Medical Conference meetings and Bio-med trade shows in Boston MA

What happens when you hire MEC to manage your Medical Meeting?
A synopsis of what a Medical Meeting planning process entails is provided below, in order to best assist you with how the expertise of MEC can work for you!

Meeting Design Lecture A/V

We first meet with you to obtain a general meeting perspective. It is important to obtain the logistics of the meeting, location requirements (if any), an attendee profile, budget, etc.

We then coordinate various site selections and inspections in order to verify the proper “fit” for your meeting requirements.

Site Selection and Inspection

Finding a site that will best fit your meeting guidelines and budget requirements is a very important detail. We will assist you in this process by locating a suitable venue that will work best for your meeting and work to negotiate a contract which will best fit within your budget.

After your site is selected and criteria are in place the meeting planning begins!

Meeting Management

Budget

Each meeting has its own budget requirements. We work very closely with you to insure you are within your budget in regards to all aspects of your meeting. We update you throughout the planning process and verify that costs are within your budget. From the beginning planning stages to the post conference finale, the budget is updated and in-place.

Planning a budget can be the most challenging aspect of any event. It is the most crucial piece to any meeting/event and requires much expertise and accuracy. Experience with meeting and event vendors allows us to prepare a budget that is realistic.

Meeting Timeline

A timeline is developed specific to your meeting. This is to provide you with a guideline of necessary tasks which need to be gathered or completed by a designated date. (i.e., meeting agenda, keynote speakers, anticipated brochure mailing, email blasts, travel arrangements, etc.)

Certification

Whether it be an accredited or non-accredited meeting for a physician, technologist or nurse, we work with you to guarantee all of the required certifications for your attendees are in place. We will provide sign-in sheets on site for attendees, as well as design Certificates of Completion, which are either presented at the end of the meeting, or mailed out at a later date for each attendee to maintain for their records.
Panel discussion

Speaker Management

We keep your speakers informed of requirements, deadlines and changes to the program, and assist them with any special requests to ensure that their needs are met. We also assist with the following:

Audiovisual Management

Audiovisual is the most crucial component, especially in a Medical Meeting. If the audience is not able to visualize the presentation, or hear the speaker clearly the success of the meeting is less than adequate. We understand the significance of this and we take great pride in working closely with the Audiovisual staff to guarantee the best quality presentation. High quality A/V standards are utilized for all of the meetings we manage.

We coordinate all A/V requests from speakers with the AV staff and work with all of your speakers in order to best display their presentations. If there are any additional needs the A/V Staff feel are required from the speakers, we work with them and assist them in every way we can.

Syllabus and/or Meeting Portfolio Content and Collection of Materials tradeshow exhibits

Once the final lectures are in place, we then design and develop an organized syllabus for printing. We have a large resource group we work closely with for all printing materials required for your meeting. We work with them to maintain your budget and guarantee that you receive quality printed materials.

Attendee Coordination and/or Registration

Your attendees are the key to your meeting and its success. MEC can customize this service to include all or some of these needs for your event.

Exhibit Management

If your meeting requires exhibitors and or exhibit funding, MEC will facilitate all of the exhibitor display packet information and requirements. We work closely with all of your exhibitors throughout the planning process and provide them with space limitations prior to participation in order to guarantee a smooth exhibit flow area.

Food and Beverage Planning

When planning the menu(s) for your meeting, we keep your budget in mind. This aspect of the meeting can be very flexible and can also be manipulated much more easily than any aspect of your meeting. MEC works very closely with the venue to guarantee outstanding service and food options for all of your attendees.

On-Site Management and Staffing

We realize the importance of being on-site to make sure that everything runs according to schedule. The on-site manager handles multiple responsibilities and offers viable solutions to problems that may arise. The on-site manager's duties can include the following:

Our on-site services include the coordination of: registration check-in, meal functions and breaks, audio-visual requirements, trade show management, excursions, and any other services necessary to make the meeting a success.

Phone: 508-278-5305 Fax: 508-278-5107 Email
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	Medical Meetings What happens when you hire MEC to manage your Medical Meeting? A synopsis of what a Medical Meeting planning process entails is provided below, in order to best assist you with how the expertise of MEC can work for you! Meeting Design We first meet with you to obtain a general meeting perspective. It is important to obtain the logistics of the meeting, location requirements (if any), an attendee profile, budget, etc. We then coordinate various site selections and inspections in order to verify the proper “fit” for your meeting requirements. Site Selection and Inspection Finding a site that will best fit your meeting guidelines and budget requirements is a very important detail. We will assist you in this process by locating a suitable venue that will work best for your meeting and work to negotiate a contract which will best fit within your budget. An initial meeting is scheduled to determine your event criteria including: Conference or tradeshow floorspace; Overnight room accommodation requirements; and, any other pertinent meeting/event needs. Information is collected from various sites and thoroughly reviewed and organized for comparison. MEC will consult with you during this process in order to assist you in selecting the best alternative for your needs. Contracts are requested from the select choice(s) of sites & the negotiation process is initiated. Once a site has been chosen, we will finalize negotiations with the selected venue. After your site is selected and criteria are in place the meeting planning begins! Meeting Management Budget Each meeting has its own budget requirements. We work very closely with you to insure you are within your budget in regards to all aspects of your meeting. We update you throughout the planning process and verify that costs are within your budget. From the beginning planning stages to the post conference finale, the budget is updated and in-place. Planning a budget can be the most challenging aspect of any event. It is the most crucial piece to any meeting/event and requires much expertise and accuracy. Experience with meeting and event vendors allows us to prepare a budget that is realistic. MEC will create an initial working budget based on your specifications. We will review the initial budget with you and adjust it based on your input. We handle all speaker reimbursements, master accounts & reconciliation of meeting expenses. We will present a financial summary to you after each meeting. MEC will track and record all invoices, deposits & payments, reviewing each for accuracy Oversee payment of meeting expenses Meeting Timeline A timeline is developed specific to your meeting. This is to provide you with a guideline of necessary tasks which need to be gathered or completed by a designated date. (i.e., meeting agenda, keynote speakers, anticipated brochure mailing, email blasts, travel arrangements, etc.) Certification Whether it be an accredited or non-accredited meeting for a physician, technologist or nurse, we work with you to guarantee all of the required certifications for your attendees are in place. We will provide sign-in sheets on site for attendees, as well as design Certificates of Completion, which are either presented at the end of the meeting, or mailed out at a later date for each attendee to maintain for their records. When your agenda is complete we work with you and your speakers closely Speaker Management We keep your speakers informed of requirements, deadlines and changes to the program, and assist them with any special requests to ensure that their needs are met. We also assist with the following: Audio-visual requirements and limitations Syllabus material and preliminary outlines when necessary Air and ground transportation and hotel accommodations Honoraria or speaking fees Assisting speakers with any special requests and ensure that their needs are met Collecting speaker materials Add any other necessary meeting related content Arrange an organized syllabus for printing (if applicable) Audiovisual Management Audiovisual is the most crucial component, especially in a Medical Meeting. If the audience is not able to visualize the presentation, or hear the speaker clearly the success of the meeting is less than adequate. We understand the significance of this and we take great pride in working closely with the Audiovisual staff to guarantee the best quality presentation. High quality A/V standards are utilized for all of the meetings we manage. We coordinate all A/V requests from speakers with the AV staff and work with all of your speakers in order to best display their presentations. If there are any additional needs the A/V Staff feel are required from the speakers, we work with them and assist them in every way we can. Syllabus and/or Meeting Portfolio Content and Collection of Materials Once the final lectures are in place, we then design and develop an organized syllabus for printing. We have a large resource group we work closely with for all printing materials required for your meeting. We work with them to maintain your budget and guarantee that you receive quality printed materials. Attendee Coordination and/or Registration Your attendees are the key to your meeting and its success. MEC can customize this service to include all or some of these needs for your event. Registration of participant information and fees Organizing air travel and ground transportation Air and ground transportation and hotel accommodations Exhibit Management If your meeting requires exhibitors and or exhibit funding, MEC will facilitate all of the exhibitor display packet information and requirements. We work closely with all of your exhibitors throughout the planning process and provide them with space limitations prior to participation in order to guarantee a smooth exhibit flow area. Food and Beverage Planning When planning the menu(s) for your meeting, we keep your budget in mind. This aspect of the meeting can be very flexible and can also be manipulated much more easily than any aspect of your meeting. MEC works very closely with the venue to guarantee outstanding service and food options for all of your attendees. On-Site Management and Staffing We realize the importance of being on-site to make sure that everything runs according to schedule. The on-site manager handles multiple responsibilities and offers viable solutions to problems that may arise. The on-site manager's duties can include the following: Meeting with the facility's management and staff to review the needs and goals of the meeting prior to the meeting/event and arrival of guests Set up of the meeting registration area including the organization of meeting handouts or other materials Posting signs to efficiently manage traffic flow Managing the meeting room and audio-visual setup Coordinating and managing exhibitors' display/booth requirements Tracking and Managing food and beverage set up and consumption Monitoring and adjusting the meeting schedule, food and beverage breaks, and other related activities, in coordination with the speakers and/or the meeting director Arranging to have all conference materials arrive on-site in a timely manner Supervision and coordination of the cleanup, packing, shipping and delivery of all meeting materials from the facility. Our on-site services include the coordination of: registration check-in, meal functions and breaks, audio-visual requirements, trade show management, excursions, and any other services necessary to make the meeting a success.
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Medical Meetings

Meeting Design