Conference Management


It's impossible to be everywhere you need to be, all at once, when you're planning and hosting a professional conference, CME , workshop, or meeting. That's why the AEM Event Management team works diligently behind the scenes to plan and manage your event. We know the questions to ask, can work within your budget, and are accomplished at every aspect of meeting and event management from planning, to online registration (including collecting fees via credit cards and checks), to on-site registration, to tracking down the speaker's microphone that never showed up on event day.



Registration & Program Material Development

  • Design & develop event brochures, announcements, programs, and other graphics needs through award-winning, in-house graphics department
  • Develop, Design, Print & Mail Registration Materials
  • Develop, Design, Print & Mail Exhibitor Materials
  • Coordinate mail-outs
  • Mail all conference materials
  • Create signage


Meeting Space Identification & Contract Negotiations

  • Identify prospective meeting venue
  • Coordinate site visit
  • Select site with client's approval
  • Negotiate a Meeting Room/Event Room/Sleeping Room Contract
  • Sign a Meeting Room/Event Room/Sleeping Room Contract after approval
  • Contract for entertainment
  • Contract for food & beverages
  • Identify possible off-site events
  • Schedule parking and transportation arrangements


Online Registration & Website

  • Develop, configure, host and maintain the conference’s registration website
  • Provide a URL for easy link to the registration conference website
  • Provide worldwide secure online registration 24 hours a day, 7 days a week
  • Accept online credit card payments
  • Provide computer-generated name tags for pre-registered participants and on-site registrations
  • Develop and Maintain database of conference participant information
  • Send confirmation e-mails


On-site Event Management

  • Provide professional, courteous Conference Coordinators to serve as liaison between service providers and meeting planners prior to and during conferences
  • Coordinate Audio/Visual Preparations
  • Organize Food Functions
  • Arrange food and beverage service
  • Provide on-site check-in
  • Provide computer-generated name tags for pre-registered participants and on-site registrations
  • Collect on-site registration fees via cash, check, and credit cards
  • Position signage


Financial Management

  • Collect all registrations and payments
  • Receipt all registrations and payments
  • Deposit all registrations and payments
  • Develop a budget
  • Maintain a separate account of all conference deposits and transactions
  • Pay all bills associated with event
  • Provide total financial event management


Additional Services

  • Conduct all pre-conference planning activities
  • Coordinate hotel sleeping room blocks
  • Coordinate exhibit services
  • Arrange special events and VIP services
  • Coordinate transportation
  • Receive electronic registrations
  • E-mail confirmation letters and receipts
  • Maintain database of conference registrations
  • Respond to telephone and e-mail inquiries
  • Prepare name badges
  • Provide event tickets
  • Provide conference evaluations
  • Coordinate collection of speaker biographies
  • Provide attendee lists
  • Provide final registration list of participants


I can't thank you guys enough for all the hard work you put into the organisation of our conference. You were just like an extension of the MASICON 2015 Team.

-Dr. A. M. Quraishi/ Organising Secretary, MASICON 2015

AEM Events never disappoint even when given the most demanding of requests. They are always first choice for our company's yearly Echo Nagpur Conference.

-Dr. Shantanu Sengupta/ Program Director, Echo Nagpur

Have a question or need a custom quote?

We would love to hear from you. To let us assist you further please get in touch at +91 9822717917