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                                            Conference Planning


                                            Whether you’re new to conferences or simply considering taking on a new partner, LearnQuest can help. Contact us today for more information on how LearnQuest can help you host your best conference yet.

                                            Free Consultation

                                            Meet with a LearnQuest conference specialist to learn more about conference planning.


                                            or call 877-206-0106

                                            If you expect ten or ten thousand attendees, LearnQuest's global conference team will sweat the details and deliver an event to remember. Below are a list of ways LearnQuest can help you plan your conference.

                                            Pre-event

                                            • Venue search and site visit
                                            • Negotiate contract with venue and suppliers
                                            • Design and host event website
                                            • Set up and maintain registration system – regular reporting
                                            • Marketing assistance to drive attendance (mailing campaigns, social media communication, sales campaign)
                                            • Logistics assistance for registered attendees via conference mailbox/phone
                                            • Manage hotel block bookings
                                            • Set up and lead regular planning calls
                                            • Coordinate with the content team to come up with the conference schedule
                                            • Expo: coordinate marketing and selling of conference sponsorships
                                            • Designs: Floor plans, flyers, expo stands
                                            • Help with visa applications/legal documents (if applicable)

                                            During event

                                            • Organization and transportation/shipment of conference material
                                            • Venue set-up
                                            • Design, print and set up signage (floor plans, daily schedules, room names)
                                            • Design and print deliverables (conference guide, lab instructions, evaluation forms)
                                            • Collate attendee receivables (backpack/bag, handouts, gifts, etc)
                                            • Registration and info desk (for duration of conference)
                                            • Provide printed conference badges to all attendees at registration desk
                                            • Onsite coordination with suppliers (food/beverages, AV, IT)
                                            • Coordinate off-site dinner or event
                                            • Travel coordination (from airport, to off-site event)
                                            • Recruit and coordinate hostesses/conference assistants
                                            • Track session attendance
                                            • Collect evaluation forms
                                            • Expo: Set up Expo area, support sponsors with local needs, coordinate tracking of sponsor booth visits (via hand-held scanners)

                                            Post-event

                                            • Tear-down and clean-up at end of event
                                            • Transcribe or scan evaluation forms from sessions and overall conference
                                            • Provide post-event report

                                            If you are interested in having LearnQuest host your next technical conference or training event, please contact us at IBMConferences@Learnquest.com.

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