Event and Exhibits Management

AMC leverages its extensive event-management and promotion experience, best practices, and expert staff to manage annual meetings, conventions, trade shows, and other events.

Highlights

• AMC's association partners have benefited from improvements in their annual meetings and trade shows with various innovative and creative ideas initiated by our staff. Many of these ideas improved operational efficiency and enhanced attendees' experience.
• Speaker presentations and audio can be captured and made available via the Web or CD-ROM.
• Time-saving and cost-effective registration options are available, including mailing registration materials to registrants in advance of the annual meeting and electronic, onsite, self-service registration.
• Sponsored cyber cafés generate additional revenue and provide online access for attendees.
• A streamlined process for delivering "room drop" advertising materials reduces delivery costs and provides attendees with a convenient single packet.
• A centralized CONSET (Conference Setup) process is used by all staff to manage sessions, speakers, audiovisual requirements, food and beverage, room set-up, and every other facet of meeting operations in a structured and efficient manner.
• Environmentally friendly options include a Conference Central section on the website where online registration lists, session descriptions, online evaluation, and handouts reside and can be accessed before and after the event. Green options have also led to increased sponsorship opportunities.
• AMC successfully partners with lead retrieval vendors. Exhibitors can lease the automated lead-retrieval system to easily capture and annotate all potential leads. Our vendor partners provide onsite services, such as data entry and badge printing.

Meetings

AMC conference specialists manage more than 75 meetings each year for 25 full-service association partners. In addition, many clients have partnered with AMC's CoreSource division for meetings and conference management, advertising sales, and exhibits management. Our meetings managers provide direction and guidance as well as the critical support needed to ensure your success. They recommend event sites, handle contract and airline negotiations, coordinate hotel logistics, prepare and monitor budgets, process registrations, perform financial reconciliation, and provide onsite management for all conferences, conventions, and board meetings.

AMC's association partners benefit from proven experience and the strong relationships we have built with hotels and other suppliers. Because we purchase more than 30,000 hotel rooms annually and have relationships with all multinational hotel chains, we will secure the optimum space and competitive rates and the most protective contracts for your meetings.

Because AMC does not take any commissions, all site search and selection activities are performed independently and objectively with the goal of finding the most suitable meeting location; any commissions or points go directly to you, not AMC.

AMC's registration procedures are streamlined and fine tuned for each phase of the registration process. From pre-event coordination to management of the registration desk and other onsite duties, AMC provides the expertise needed to ensure a positive conference experience. AMC has the capability to process registrations submitted online, by fax, or through the mail.

Exhibits

AMC's Sponsorship and Exhibit Management staff produces 13 programs each year. These programs are diverse in their size and scope—we manage programs with as few as 75 exhibitors to nearly 600.

AMC works with each of its association partners to develop tailored exhibit and sponsorship programs that generate revenue and provide information about new products and services to attendees.

AMC staff supports these efforts by providing highly professional services, including development and management of prospect databases, sales and implementation of exhibit programs, onsite management and surveying, development and maintenance of relationships within industry, and pursuit of commercial funding.

Our sales team is highly motivated to make your event successful. They will develop, implement, and manage the exposition and sponsorship programs. This includes developing strategic marketing plans, promotional materials, and sales and telemarketing campaigns as well as negotiating contracts, maintaining prospect lists, and managing onsite responsibilities.

One of AMC's clients recently exceeded its already aggressive budget for exhibit revenue by 35%. In this case, AMC staff was particularly successful in "up selling"—encouraging existing vendors to move into larger space configurations at higher premiums. The exhibit programs at AMC are managed in EXPOCAD—a CAD-drawing system that includes the tools to analyze our activities and adjust our marketing efforts to surpass our clients' goals.

New programs are always being developed to help maximize the presence of the exhibitor, provide a new venue to obtain knowledge for the attendee, and generate additional funding for the association. Some of the new programs recently presented are product showcases, flash drives of educational materials, and hotel voicemail announcements.

AMC manages all exhibit registration and logistics on site. We coordinate the exhibit hall setup and teardown and ensure that all exhibit rules and regulations are followed. Our visibility on site is key to developing relationships with both the exhibitors and attendees. Answering questions on site, soliciting feedback in person, overseeing requests, and thanking exhibitors and sponsors for their support of are only a few ways we develop these relationships. AMC also develops and manages networking events such as presidents' receptions, industry-sponsored symposia, social events, and awards galas.

Gathering exhibitor feedback is a critical step toward ensuring future success. We will develop an exhibitor evaluation with you, and the results of the survey will continually improve the exhibit and ensure future success.