We provide:



USF College of Public Health

Planning a Public Health Conference
with Continuing Professional Education

The meeting management staff of the University of South Florida's College of Public Health offers you over 35 years of combined meeting planning and management experience to help you implement the best meetings at the lowest costs.

Public Health is our specialty!
Our meeting planning and management unit specializes in meeting and event planning for academic, government, and non-profit public health organizations.

We're national!
Although we're based in Tampa, Florida, our meeting professionals are highly experienced at planning and managing meetings and events on a national basis. We provide services in all 50 states and beyond.

We're YOUR partner!
Most meeting planning organizations require large fees in return for services. We work closely with program partners to create a win-win financial scenario designed to lower meeting costs and improve the quality of the educational experience. We understand the low registration fees required by the public health audience.

Our goal is a high quality, seamless, professional service in the background, so that the educational program is forefront, and your organization is recognized for high quality programming.


Meeting Planning Services

Planning
  • Work with planning committee to determine need, market, site selection, topics and agenda
  • Careful, accurate, easy-to-understand budgeting to minimize risk as well as estimate potential revenue
  • Work with meeting planning committee to strategize and implement fundraising and development of unrestricted educational grants (often called 'sponsors')
 


Speaker Management

  • Confirm speakers based on planning committee selections
  • Provide written follow-up with speakers for conference syllabus materials, CEU materials and general logistics
  • Solicit submission of abstracts for oral or poster presentations
 


Site Selction and Negotiation

  • Bid meeting to appropriate properties in destination
  • Negotiate hotel contract for sleeping and meeting space
  • Write carefully worded contracts that seek to better protect the conference sponsor beyond standard hotel-provided contracts
 


Meeting Promotion

  • Design, print and mail meeting promotion based on budget. This could include preliminary announcements; invitations; brochures; exhibitor prospectus
  • Secure appropriate target mailing lists and track results
  • Develop advertisements for journals or trade publications
  • Publish these documents on our web site and/or link to your web site. Documents are downloadable to encourage registration by fax.
 


Continuing Education Credit

  • Florida Board of Nursing Provider
  • Licensed Clinical Social Worker, Licensed Marriage and Family Therapists, Licensed Mental Health Counselor Provider
  • Certified Health Education Specialist Provider
  • Occupational Therapists Provider
  • Access and experience in applying for credits for the following professionals: Physicians, Dietitians, Lactation Consultants, Doulas, Childbirth Educators, Physical Therapists, Nursing Home Administrators, Teachers, Midwives, psychologists, pharmacists and others
 


Trade Shows and Exhibits

  • Design, print and mail exhibitor prospectus and contract to appropriate prospects
  • Negotiate decorator contract for exhibit and/or poster session
  • Process and register exhibitors, including all follow-up and on-site show management
 


Special Events Management

  • Coordinate off-site functions such as trips and receptions
  • Suggest, arrange and manage “fun” events such as evening cruises, parties
  • Arrange for special amenities such as tote bags, mugs and so on
  • Bid and manage subcontractors such as audio taping companies
 


Registration

  • Process all registrations and fees in computerized database, provide mailed confirmations and name badges, participant packets, session selections, etc.
  • Ensure high-quality communication prior to the conference and ease of registration on site
  • Notify registrants by fax the day that their registration was received and encourage them to make travel and hotel arrangements immediately (promotes successful room block commitments)
  • Prepare bank deposits and reconcile accounts
 


Conference Syllabus including Agenda

  • Provide professional, bound conference syllabus. Some of the contents include these special additional items: site maps; agenda at a glance charts; speaker index; abstracts
 


Meeting Logistics

  • Coordinate all on-site logistics with various hotel departments, including board meetings, in-conjunction-with meetings, catered functions, exhibit hall and education sessions
  • Coordinate audiovisual needs and negotiate discounts
  • It is our goal to free the planning committee to work more with the speakers and participants rather than with logistics.
 


Financial Recordkeeping and Final Reporting

  • Maintain ledgers of all receipts and expenditures
  • Provide a monthly statement of income and expenditures as well as budget variance
  • Reconcile bank statements with ledgers
  • Provide a final report of participants, hotel sleeping room pickup, cost analysis, among other reports requested specific to the needs of the planning group
 


Evaluation

  • Design, implement and process presenter, speaker and participants evaluations.
 


Technical Assistance

  • Consultation services with Public Health Agencies and non-profit organizations on many aspect of meeting planning