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The Operations department is responsible for all onsite arrangements, pre-conference detail and end of conference tear-down. Reviews event BEO’s and verifies that all set-up requirements are met to ensure the effective and smooth production of the conference. Works in conjunction with hotel staff and departments to facilitate the conference program and agenda. Oversees the logistical needs which include all moveable items, floor plans, set-ups and equipment. Coordinates transportation, deliveries and inventory making sure that all equipment is in good working condition prior to start of the conference. This team ensures that the conference look and feel is welcoming and professional. Coordinates outside sources, contracted and rental.
Below are the key areas overseen by the Operations Department:
Logistics Coordinator
Oversees the logistical needs which include all movable items, floor plans, set-ups and equipment. Coordinates transportation, deliveries and inventory making sure that all equipment is in good working condition prior to start of the conference. Maintains the inventory and distribution of property. Coordinates the transport of supplies and equipment to the conference venue; this includes load-in and load-out. Provides onsite transportation inquiries and limited shuttle service. Receives copies of contracts and orders and receives delivery of goods and services. Receives requests from team leaders for equipment and supplies.
The areas that fall under the Logistics Department are:
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Specifications
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Load-in/Load-out
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Transportation/Shuttle
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Storage (Package/labeling)
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Inventory (Supplies and Equipment)
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Rentals/Contracts
Arrangements Coordinator
Assists with the conference floor plan design and set-up requirements. Works with the hotel event planner to ensure that all set-up requirements are met to satisfaction. Assists with the development and placement of signage and schedule postings. Makes arrangements for all guest speakers and program participants providing hospitality services and information. Receives VIP’s and other special guests. Coordinators Greeter assignment; Vendor spaces and security deployment.
The areas that fall under the Arrangements Department are:
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Vendors & Contracts
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Staging & Props
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Hospitality
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Security
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Signage & Schedule
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Hotel BEO’s
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Set-ups/Floor Plans
Production Coordinator
Designs and creates the stage layout built around the conference brand and theme. Works with the sound engineer and lighting to ensure that the stage will accommodate all conference needs. Solicits volunteers to serve as PA’s (Production Assistants). Prepares an Event check-list for all scheduled events requiring staging.
The areas that fall under the Production coordinator are:
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Events Manager
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PA’s (Production Assistants)
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Set Designer
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Temperature Controls
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Lighting
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Audio Visual
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