Planning & Development

meeting planning team conducting planning session

A successful conference starts with the right location, a detailed budget and meticulous planning. OSI offers all this with the following services:

Facilities Research & Contract Negotiations

OSI will provide guidance on the ideal location and timing for your meeting. We’ll research hotel and meeting spaces based on your requirements. We’ll also negotiate contracts for meeting locations, hotel accommodations, transportation, catering, restaurants, audiovisual, computer and other services.

Budgeting & Timelines

We’ll research pricing for all meeting goods and services, and develop a budget and project timeline for your meeting or conference.

Logistics

OSI will coordinate all of your on-site logistical needs, including event timing, room staging, table assignments, audiovisual/computer needs, menu planning, exhibits management and more. We’ll also coordinate all of your off-site dining, transportation and entertainment needs.

Marketing

OSI will develop your event website, including online registration capability. We will produce and distribute save-the-date mailers and invitations. We’ll also develop and distribute conference mailings and email reminders.

Event Registration

We’ll manage your online pre-registration and on-site registration processes, including payments, confirmations and participant inquiries. We’ll maintain the registration database and track progress. We also can manage the hotel reservations process, as well as participant accommodations.

Speaker/Presenter Liaison

OSI will coordinate with your conference speakers to collect their presentations, session handouts, biographies, audiovisual requirements and other important information. We’ll provide on-site meeting assistance and manage the travel reimbursement process.

Materials Management

OSI will design and develop your name badges, name tents, signage and event programs. We’ll produce and assemble all of the on-site materials packets for participants. We’ll manage production and shipping of logo-imprinted supplies. We’ll also coordinate the collection and shipping of sponsor giveaways, resource materials and speaker handouts.

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