Program/Event Management & Execution

Superior meeting delivery practices provide value to the association and its members. At AAI, these practices include scheduling, site selection, contract negotiation, marketing, registrations and related services. This year, AAI will have managed over 230 days’ worth of meetings for its clients.

AAI will manage/coordinate/execute planning and logistics for events from inception to post-event follow-up and evaluation including:

Attend meetings and conference calls
Work with Chairs to develop flyers, broadcast notices & program/event reminders
Design meeting notice and registration form for e-mail distribution and for the website. Design is not included beyond plugging in new information
Assist Chairs to select venues, negotiate contracts and coordinate with third party vendors, process venue payments and related expenses
Upload meeting notice to the website
Send E-mail Notices
Act as liaison with venue to make all necessary arrangements to include contract negotiation, meal selection, room set ups, ordering of audio-visual equipment, etc. Also, while on site, ensure a professional level of service for the meeting from the venue
All program information to be supplied to AAI by the committee chairperson. The meeting notice must be approved by the President or if the President is not available, another member of the executive committee before issuance
Record meeting reservations and collect payment for all reservations. This includes follow-up on unpaid invoices
Print and organize name badges with appropriate ribbons, e.g., President, Past President, Sponsor, etc.
Provide Save-the-Date Notice for upcoming meeting for distribution at each monthly meeting
Provide one staff member to manage the registration, collect payments and distribute name badges at meetings. AAI will provide a quote for additional staff if deemed necessary for the event
Prepare and coordinate signage for the event
Prepare committee sign-up forms and send committee chairs any new volunteer information from individuals that signed up at the monthly meeting for follow up
Coordinate with PR/website person for picture taking assignments. Download pictures for press releases, graphic design pieces, etc. The management company will be responsible for taking photos if a committee member is not available
Meeting wrap-up report to include attendance and financial information to show income, expense and profit/loss to be delivered to the President and the Treasurer as soon as possible after the meeting