Conference Management – Small

🎯 Overview

Not every academic gathering needs enterprise-scale event management. Our Small Conference Package provides professional support for focused events—workshops, symposiums, and departmental conferences where quality matters but scope is contained. Get the essentials done right without paying for capacity you don’t need.

Ideal for: University departments hosting annual symposiums, research groups organizing focused workshops, and professional societies running regional meetings up to 100 attendees.

✅ What’s Included

Event Website & Registration

• Conference Website – Professional event site with program, speakers, and venue info
• Online Registration – Secure registration with payment processing
• Confirmation System – Automated emails and registration management
• Attendee Communications – Pre-event updates and reminders

Abstract Management

• Submission Portal – Online abstract submission system
• Reviewer Assignment – Interface for abstract review management (up to 75 abstracts)
• Decision Tracking – Accept/revise/reject workflow
• Author Notifications – Automated decision and presentation assignment emails

Program Development

• Schedule Building – Session organization and conflict management
• Program Book – Printable program with abstracts
• Signage Templates – Room signs and directional materials

On-Site Support

• Registration Desk – Check-in management and badge printing (1 day)
• On-Site Coordinator – Dedicated staff member for day-of logistics
• Problem Resolution – Real-time issue handling

Post-Event

• Attendee Survey – Feedback collection and summary report
• Participation Certificates – Generated for all attendees
• Final Report – Attendance statistics and recommendations

⚙️ How It Works

🛡️ Our Assurances

• Dedicated Coordinator – Single point of contact throughout planning
• Responsive Support – 24-hour response time during active planning
• Tested Systems – Registration and abstract systems used by dozens of conferences
• Flexible Approach – We adapt to your event’s unique needs
• No Hidden Fees – Quote includes everything listed; add-ons clearly priced

⚠️ Important Limitations

• 100 Attendee Maximum – For larger events, see our Medium Package ($6,999)
• 75 Abstract Maximum – Additional abstracts at $10/each beyond 75
• 1 Day On-Site – Package includes 1 day of on-site support; additional days at $500/day
• Venue Not Included – We coordinate with your chosen venue; venue costs are separate
• Catering Not Included – Food/beverage costs and arrangements are separate
• AV Equipment Not Included – We coordinate; rental costs are separate
• Travel Costs Separate – On-site coordinator travel billed separately for non-metro locations

📋 Requirements From You

• Venue Secured – Location confirmed with basic AV available
• Dates Confirmed – Event date(s) set at least 12 weeks out
• Scientific Committee – Reviewers identified for abstract evaluation
• Invited Speakers – Keynotes/featured speakers confirmed or in progress
• Budget Approved – Funding for venue, catering, and other direct costs
• Point of Contact – Responsive decision-maker on your team

❓ Common Questions

What if we have more than 100 expected attendees?
Our Medium Package ($6,999) covers 100-300 attendees with 2 days of on-site support. The Large Package ($14,999) handles 500+ attendees with full event team.

Can you help find a venue?
Venue sourcing is available as an add-on ($499). We identify 3-5 options matching your requirements and help with initial negotiations.

What about virtual attendance options?
Basic single-room livestreaming can be added for $999. For full hybrid experience with virtual networking, see our Hybrid Event Support package.

Do you handle speaker travel and accommodation?
Speaker logistics coordination is included (communicating arrangements). Actual travel/hotel costs and bookings are typically handled by your team or speakers directly.

Can we publish the conference proceedings?
Yes! See our Conference Proceedings Publishing package ($2,999) for post-conference publication of presented papers.