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AVS is a nonprofit organization that promotes communication, education,
networking, recommended practices, research, and the dissemination of
knowledge on an international scale, in the application of vacuum and
other controlled environments to understand and develop interfaces,
new materials, processes, and devices through the interaction of
science and technology.
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125 Maiden Lane, 15th Floor
New York, NY 10038
| Phone +1 (212) 248-0200 |
| Fax +1 (212) 248-0245 | |
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2010 All Rights Reserved. AVS
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| AVS Conference Management Services |
Program Management Services
The following is a menu of the program management services offered by AVS to its 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 $85. The AVS can assist you in estimating
how to build these fees into your registration costs. All material, printing, travel
costs are the responsibility of the requesting organizers. Billing will occur monthly.
For further information or to request these services please contact:
Della Miller
AVS West
110 Yellowstone Drive, Suite 120
Chico, CA 94973
Phone: 530-896-0477
Fax: 530-896-0487
della@avs.org
Registration Services
Attendee Registration
Manage registration, including entering student information; funds processing;
sending confirmation letters; forwarding checks to the treasurer; and preparing
attendee, committee, and speaker badges and receipts.
Serve as the overall program information center.
Exhibitor Registration
Manage exhibitor registration, including entering exhibitor information;
recording and tracking payment; sending confirmation letters; forwarding checks to the
treasurer; and preparing exhibitor badges and receipts.
If appropriate, print and mail program attendee list to all participating exhibitors.
Attendee and Exhibitor Onsite Registration
Provide staff member(s) to check on arrangements and handle on-site for the entire conference day.
Prepare a printed list and/or disk of the program attendees for incorporation into the group's mailing list.
Budget Services
Work with program committee to prepare an estimated budget to be presented to the conference organizers.
Prepare a balance sheet of income versus expenses to be presented to the conference organizers.
Site Selection and Negotiation Services
Obtain a list of suitable program sites (hotel, convention center, auditorium, etc.) that
can accommodate the meeting, lunch, and equipment exhibition if applicable.
Work with program committee to select the most appropriate site and negotiate the site selection contract.
Food and Beverage/Audio Visual Services
Make arrangements at the selected site for morning and afternoon breaks, lunches, receptions,
and audio visual equipment and negotiate the food and beverage/audio visual contracts.
Make speakers and program committee lunch or dinner arrangements.
Marketing Services
Public Relations
Work with program committee to provide marketing strategy and guidance.
Draft and distribute a news release about the program to appropriate
technical and trade publications (if time permits).
Brochure Production and Mail Management
Prepare program flier(s) (call for papers, preliminary or final program, etc.)
including drafting of copy from program committee input and managing program committee
review cycles and approvals.
Investigate and arrange for outreach mailing lists from other sources pertinent to the program.
Exhibition Management
Work with the program committee to create and mail an exhibitor invitation to potential exhibitors.
Miscellaneous Services
Assist program committee by sending speaker invitations/acknowledgments and
following up on speakers' commitments as needed.
Manage abstract submission process including database tracking and sending paper acceptance or rejection letters.
Handle abstract or program booklet production (including designing the cover, the program schedule pages,
and following up with speakers to get "supplied" abstract pages) and arranging for printing
and binding of the abstract booklet.
Assist with printing and selling arrangements for program proceedings as needed.
Arrange travel and housing reservations for invited speakers and committee members.
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