AVS Conference Management Services 2025-2026
The following is a menu of the conference management services that AVS offers its approved sponsored topical conferences. A topical conference may choose as many of these items as is necessary to ensure the success of the program; however, please note that your request is contingent upon AVS staff availability and scheduling constraints. Upon review of your selections, an AVS representative will contact you to confirm which services may be provided. Each service is billed hourly at a rate of $110. Note: all credit card processing fees, material, design, printing, postage, shipping, and travel costs are the responsibility of the conference organizers.
For further information or to request these services please contact:
Della Miller
AVS Director of Events & Marketing Communications
110 Yellowstone Drive, Suite 120
Chico, CA 95973
Phone: 530-896-0477
Fax: 530-896-0487
della@avs.org
Site Selection and Negotiation Services
- Obtain a list of suitable venues (hotel, convention center, auditorium, etc.) that can accommodate the meeting, food functions, and equipment exhibition, if applicable. Note: AVS cannot be listed on and/or sign contracts.
- Work with conference organizers to select the most appropriate site and negotiate the contract (s). Provide advice and recommend attorney review as appropriate. Note: AVS cannot be listed on and/or sign contracts. Attorney fees will be billed directly to the conference organizers.
Abstract and Technical Program Management Services
Manage call for abstracts and technical programming services, including:
- Develop the web-based call for abstracts and technical programming system. Note: Occasionally there are additional programmer expenses required for customization.
- Assist the Program Committee by sending speaker invitations and following up on speakers' commitments as needed.
- Manage and program integration of Late Breaking abstracts, if requested.
- Process all abstracts and manage the review and technical program development process with the Program Committee.
- Maintain ongoing interactions with the Program Committee to ensure complete and timely production of the technical program.
- Handle all author, moderator (session chair) notifications, reminders, oral/poster instructional e-mails, corrections, and updates.
- Handle all author support inquiries via phone and e-mail.
- Develop and implement a conference Mobile App and Program Scheduler to enhance the attendee experience—continue to enhance with new features and capabilities (e.g., floorplan pinning, attendee messaging, etc.). Note: The Mobile App is an additional ~3,000 fee. If you do not add the Mobile App we will post a PDF Technical Program on the website, but it will not contain live updates. There may be added costs for wireless internet fees (the Mobile App only requires data or wireless to update).
Registration Services
Attendee Registration
Manage attendee registration, including:
- Develop the online registration system/form and process all registrants and payments. (~TBD registrants). Note: Credit/Wire processing fees are additional.
- Produce and distribute all receipts, confirmations, invoices, attendance certificates, visa letters, and badges.
- Prepare attendance reports and lists as requested.
- Handle all customer service and support inquiries via phone and e-mail.
- Reconcile all income/expenses and issue final payment of balance due to conference organizers less noted expenses and staff support fees.
Attendee Onsite Registration Services
- Provide AVS staff member(s) to manage registration and onsite logistics each conference day. Ship badges and any onsite supplies and equipment (e.g., laptops and printers), needed for onsite services. Note: Travel expenses and shipping are additional.
Attendee Virtual Onsite Registration Services
- Run online training (via Zoom) for the volunteers who will manage onsite registration—teach them how to use the web-based registration system and walk them through the registration process and setup. Provide an AVS virtual support team each morning of the conference to assist the volunteers with registration support. Ship badges and any onsite supplies and equipment (e.g., laptops and printers), needed for onsite services. Note: Shipping costs are additional.
Exhibition/Sponsorship Management Services
Exhibitor/Sponsorship Logistics
- Hire and manage an exhibit services provider (decorator) and assist with developing an exhibit floor plan. Ensure the floor plan is approved by the facility and the Fire Marshall.
- Work with the conference organizers to develop the exhibit and sponsorship prospectus and to create an exhibitor/sponsorship invitation to e-mail potential exhibitors/sponsors.
- Assist with allocating the exhibit space, assigning booth/tabletop numbers, etc.
Exhibitor/Sponsorship Sales and Registration
Manage exhibit/sponsorship sales and registration, including:
- Develop the online exhibitor/sponsorship registration system/form and process all registrants and payments. (~TBD exhibitors/sponsors).Note: Credit/Wire processing fees are additional.
- Produce and distribute receipts, confirmations, invoices, and badges.
- Obtain logos, ads, writeups and other related exhibit/sponsorship benefits items.
- Prepare attendance reports and lists as requested.
- Handle all customer service and support inquiries via phone and e-mail.
- Reconcile all income/expenses and issue final payment of balance due to conference organizers less noted expenses and staff support fees.
Exhibitor/Sponsorship Onsite Registration Services
- Provide AVS staff member(s) to manage onsite exhibitor/sponsor registration and set-up, tear-down, decorating, contractor management, etc. each conference day. Ship badges and any onsite supplies and equipment (e.g., laptops and printers), needed for onsite services. Note: Travel expenses and shipping are additional.
Event Logistics Support Services
Manage event coordination, including:
• Manage banquet event orders for all conference events:
• Handle room assignments, sets, layouts, and scheduling and ensure all meet Fire Marshall code.
• Make food and beverage orders.
• Make audio visual arrangements and orders.
Housing Support Services
Manage housing, including:
- Oversee the contracted housing block working with facility contacts to monitor pick-up and make any needed adjustments.
- Manage VIP (committee/invited/staff) reservations and make comp room and concession assignments.
- Handle all housing-related customer service and support inquiries via phone and e-mail.
- Marketing Support Services
- Develop and send regular e-mail announcements (call for papers, final program, registration, etc.) to AVS and conference specific lists. Utilize all AVS and conference social media platforms to broaden promotional efforts.
- Develop and maintain the conference website. Note: Design fees are additional.
- Prepare all meeting signage and graphics. Note: Design and printing fees are additional.
Miscellaneous Services
- Develop Program Planning Timeline with conference organizers and work closely with them to keep them on track and ensure that all action items are handled, and deadlines met.
- Work with conference organizers to prepare an estimated budget.
- Other services may also be available, please contact Della Miller, AVS Director of Events & Marketing Communications, della@avs.org.