About Our Events

The tasks of planning and executing the plan for the event fall under this category. The nuts and bolts of the development of the event are key to creating an event that participants feel have met their needs.  We recognize the efficiency of direct and consistent communication, of establishing benchmarks on a timeline, and of utilizing technology to support the ability to achieve peak performance during the planning, execution and evaluation phases of a event.

• Serve as the event consultant on all event planning including logistics and participate in conference calls.
• Develop a timeline.
• Develop a budget for the event with income and expenses.
• Work with event committee to develop the ‘look’ and ‘feel’ of the event for the event website.
• Regularly report to the Event Chair on progress/issues relevant to the event including a weekly registration report.
• Organize and keep records of all event participants, presenters, sponsors and vendors and prepare final report for the event.
• Attend post event meeting to evaluate the overall event logistics, quality of programs and future enhancements to event planning.
• Compile and tabulate program evaluations and provide a report to the Event Chair.  The final report shall contain a final agenda, summary of the evaluations, registration information for participants and exhibitors, a financial summary, and recommendations for future events including issues/concerns and comments.

In an age when most people are experiencing information fatigue, it is crucial to have a strong marketing and promotion plan to capture the attention of your target audience. The Odyssey Group utilizes several forms of marketing to strengthen an organization’s brand while meeting specified goals for a given project, and driving revenue. We have found that our clients benefit from creating an integrated marketing communions plan which saves money, connects more deeply with target audiences and constituents, and adds value to sponsorships.

• Develop integrated marketing communications plan that includes timelines, tactics and persons responsible for execution.
• Design print and web-based materials to attract event participates, sponsors, and exhibitors
• Design and execute an integrated marketing communications process through persuasive brand communication strategies using multiple formats.
• Design, print and distribute all event promotional materials as part of the comprehensive marketing plan.
• Design and maintain an event website that is timely, relevant, easy to navigate and specifically answers questions constituents are asking.
• Interface with local and national media.
• Design and execute a plan to aggressively pursue sponsorships and exhibitors
• Become familiar with existing audiences and research potential new audiences.
• Disseminate materials to selected audiences utilizing various platforms
• Approval from event committee will be obtained before executing plan

The event budget is an integral part of the event.  The Odyssey Group works closely with the client to develop a budget that reflects the income and expenses for the event.  The registration fee is set so the event does not have a budget deficit.  We closely monitor the budget through the planning stages.

• Develop preliminary budget of cost projections.
• Set final budget including expense items and registration fees so that there is not a budget deficit.
• Establish event account to deposit event registration fees and pay event related expenses.
• Collect event income.  Pay invoices associated with the event. Client is responsible for all direct costs associated with the event.  Any event profit will be given back to client.
• Monitor and track income and expenses.
• Report financial status.
• Prepare final budget report.

Selecting the right site for a event is crucial to its success. Using formats recognized industry-wide, we will customize and disseminate a Request for Proposal (RFP) that will identify potential sites. The Odyssey Group will conduct a site visit to ensure the facilities are adequate to meet the needs of the event. An assessment of the insurance/risk management will be made at that time.

• Research for potential future sites, negotiate pricing and make recommendations
• Confirm reservation of event meeting room space, lodging facilities, audio visuals and transportation
• Secure appropriate signatures on facility contracts
• Prior to the event, inspect event facilities and arrange for any needed changes
• Conduct an insurance/risk assessment and make recommendations
• Process and confirm online sponsorship registrations
• Collect and deposit all fees and provide updates to committee

The Odyssey Group prides itself on an efficient process for registering participants. With clear signage, knowledgeable staff and great customer service, participants start the event with a positive experience. We know there is only one opportunity to make a good first impression. We will train and utilize volunteers to assist The Odyssey Group staff. Monitoring the vendor and book display will be ongoing throughout the event.

• Set up and carry out onsite registration
• Staff registration/information booth during event hours to assist participants, presenters, sponsors, and vendors
• Provide staff for onsite registration and train volunteers to assist
• Create clear signage for all aspects of the event
• Arrange for security
• Monitor exhibits and book display
• Provide admissions control

A participant’s first impressions are important to how they view the entire event. The Odyssey Group strives to make a participant feel welcome during the registration process and makes sure the event site and catering staff do their part in creating a successful event. With clear signage and knowledgeable staff, participants start the event with a positive experience.

• Confirm reservation of event meeting room space, lodging facilities, food service, audio visual needs and transportation. 
• Serve as the liaison with the event facility for all arrangements, including coordination of menu planning and food function guarantees, meeting room set ups, and ordering appropriate audiovisual equipment for sessions.
• Prior to the event, inspect event facilities and arrange for any needed changes.
• Serve as the contact with the facility staff for all arrangements, and act as liaison between client, presenters and the facility staff.
• Coordinate the set up of all audiovisual equipment and ensure the event facility has onsite staff to assist with any technical or logistical issues that might arise with rental audiovisuals.  Will coordinate the onsite technicians to assist with any state owned equipment used onsite at the event.
• Work with the event facility management to correct any problems related to the facility and its services.
• Transport all materials to the event site.
• Conduct post event negotiations with hotel for adjustments to final payment in regard to any breach of contract or failure to provide an acceptable level of service.

The Odyssey Group makes sure all parties involved in the event understand their responsibilities. Communication is vital on all levels – from keynote presenters to moderators

• Develop an online submission for the call for papers.
• Develop contracts with scheduled event speakers.
• Work with the committee on the selection process for presenters.
• Assist in the scheduling of panels, workshops, papers, roundtables and posters.
• Arrange and coordinate flight schedules, transportation and lodging arrangements for speakers
• Obtain speaker’s information which could include: title and description, biographical information, handouts, AV needs and room setup
• Maintain constant communications with speakers and panel regarding their presentation at the conference
• Assist presenters onsite with logistics to ensure a successful presentation.
• Schedule session monitors, prepare monitor packets and communicate with monitors regarding their breakout sessions.
• Collect handouts and materials from presenters for event program book and website.
• Send thank you notes to presenters and exhibitors after the event.

The Odyssey Group has expertise that can only be achieved through years of generating and executing strong contracts that protect the client’s interests and minimizes risk. We will work with all contractors to ensure appropriate and affordable contract for all aspects of the event.

• Generate contracts that provide minimum risks to client
• Oversee contract negotiations to preserve client's interests
• Negotiate contracts for affordability concerning the event budget

The Odyssey Group has developed its own comprehensive online software handling registrations and payments. Working with the Event Committee, we determine the data that needs to be collected for all online forms.  Thoroughly collecting data prior to the event makes registration onsite run smoothly and efficiently. Participants are welcomed by our friendly staff and given their event packet with a smile.

• Develop registration materials
• Send out email notifications to prompt people to register
• Communicate with parties interested in the event
• Receive pre-registrations via website, email, phone, fax and mail
• Send confirmation email along with detailed information regarding the event within 48 hours of receiving registrations and inquiries
• Send invoices and collect event registration fees
• Send a weekly registration report to event chair or designated official
• Send a reminder email to registered participants two weeks prior to the event detailing essential information
• Assemble contents of event packet that could include nametags, programs, agendas, and handouts
• Provide onsite registration for participants that did not pre-register
• Organize and keep records of all event participants and prepare final registration report for the event

Tours and special events can expand the educational value of a program, add value for participants who want to tour the destination and its attractions, and/or provide something for participants’ guests to enjoy while they are attending event sessions. The Odyssey Group has worked with local Destination Management Companies (DMC) to provide such services to event attendees, as well as with local committees who have taken on the task of showcasing their city.

• Coordinate with LAC to identify local experiences that showcase the destination and provide a positive affiliation with the event and its sponsor
• Act as liaison with chosen tour and/or facilities
• Coordinate ground transportation if needed
• Plan menus for the event if needed

Food and beverage needs would be creatively accommodated through collaborative work with facility staff, giving priority to maximizing the event budget. We always keep in mind the cost to participants and strive to make every aspect of an event, especially food and beverage, affordable. We try to feature sustainable cuisine whenever possible, minimizing waste and maximizing the value of the food service dollar.

• Order food and beverage for event receptions and special events
• Make sure deliveries are on time and that food and drink is hot and fresh
• Pursue the use of local and sustainable cuisine
• Minimize waste and maximize value

Scheduling is integral to a program’s overall strategy, particularly as it relates to the planning and control functions of program management. The Odyssey Group has developed integrated master plan and daily schedules that contribute to an event’s risk management procedures, financial goals, and technical management plans. We are prepared to work with the client to support the outcomes of their event.

• Work with the staff and Event Planning Committee to support the scheduling of the event sessions
• Effectively communicate with presenters regarding their presentation and audio visual needs
• Be aware of facility guidelines and limitations when scheduling.

The program is an important piece that guides the event participants through every phase of the event. The Odyssey Group collects the materials for inclusion and carefully plans the layout so the book is readable and participants are easily able to find the information they need. With years of experience of working with printers, we are able to secure reasonable printing prices and understand the printing process.

• Compile and prepare information for program book
• Organize and design layout
• Secure printing bids and select printer
• Prepare printer-ready files and deliver to printer
• Proof and make final changes (with approval from program chair) and conduct press checks

We take the continuing education process seriously to ensure that the guidelines are met for the event.  We work closely with the client to obtain the continuing education credits needed for the participants.

• Contact organizations regarding CEUs/CMEs
• Oversee the process and distribution.

When a session’s start is delayed by the breakdown of an LCD projector, it affects the rest of the day. The Odyssey Group works with a technician to provide seamless transitions between one session and the next. We’re on hand and in constant contact with the technician to solve any last minute problems.

• Assist in obtaining an AV firm to oversee the AV equipment rental, set-up and usage onsite.
• Coordinate the AV needs of each speaker.
• Coordinate the set up of all audiovisual equipment and ensure that a technician is available onsite to assist with any technical or logistical issues that might arise.

Signage is key to creating a welcoming and stress free atmosphere at a conference. Signage provides people with direction and information needed to make them feel at ease knowing where to find rooms.

• Work with signage vendor to procure custom signage for conference.
• Determine location for signage and set up.

A well-designed and managed exhibition can enhance a scientific event and it can be a strong source of income to an association. The Odyssey Group can design exhibit solicitation materials, establish timely communication, and design and manage exhibit arrangements to ensure event attendees will find value. The recruitment, design and execution of the exhibition will be determined by the desired outcome.

• Design marketing materials to solicit participation in exhibition
• Develop lay out of exhibit area
• Work with facility for booths needs such as electricity, internet, telephone and audio visual needs
• Work with decorator or facility
• Receive, confirm and collect fees for exhibit registrations
• Communicate with exhibitors
• Prepare exhibitor packets
• Arrange onsite security
• Send thank you notes to vendors

We will conduct an insurance/risk assessment specifically suited to the complexity and multiple variants of the event and make recommendations.

• Conduct insurance/risk assessment
• Design risk management plan
• Order appropriate coverage

We will be available to attend meetings of the Event Planning Committee and contribute value to the meeting by working collaboratively with the committee.

• Attend scheduled meetings as requested
• Provide updates and insight on the current event and future events

Tours and special events can expand the educational value of a program, add value for participants who want to tour the destination and its attractions, and/or provide something for participants’ guests to enjoy while they are attending event sessions. The Odyssey Group has worked with local Destination Management Companies (DMC) to provide such services to event attendees, as well as with local committees who have taken on the task of showcasing their city.

• Act as liaison with chosen tour or facility
• Coordinate ground transportation if needed
• Plan menus for the event if needed

Sponsorship can greatly enhance a event agenda. Sponsorship monies allow the committee to plan and execute additional activities that can boost attendance at the event.

• Design sponsorship marketing materials highlighting ways sponsors can participate
• Assist volunteers in securing sponsorships and advertising
• Provide administrative support
• Advise committee on opportunities for sponsorship
• Process and confirm online sponsorship registrations
• Collect and deposit all fees and provide updates to committee

The Odyssey Group works with the facility to provide security during the event as well as after hours for exhibits or trade shows.

• Hire and act as liaison with one off-duty police officer to provide security.
• Create list of expectations for security.

A detailed final report will be prepared by The Odyssey Group at the conclusion of the event. The final report will include registration totals, income and expense budget report, an evaluation summary and recommendations for future events.

• Collect event income and pay expenses
• Arrange for payment of honorariums as needed
• Conduct post event negotiations with facility for adjustments to final payment in regard to any breach of contract or failure to provide an acceptable level of service.
• Send appropriate thank you notes to presenters, sponsors, vendors and event participants
• Attend post event meeting to evaluate the overall event logistics, quality of programs and future enhancements to event planning.
• Organize and keep records of all event participants, presenters, sponsors and vendors and prepare final report for the event
• Evaluate and summarize the overall event logistics, quality of programs and future enhancements
• Compile and tabulate program evaluations and provide a report including a summary of the evaluation forms, a record of attendance, a financial summary, and recommendations for future events

For years The Odyssey Group has implemented green in their approach to events.  From recycling name badge holders to creating electronic registrations and communications, The Odyssey Group believes in using an environmental approach in the management of events. The following are ways in which we create a "Green" event.

• Send out marketing materials via a listserv or email to save on paper waste.
• Provide online registration, confirmation emails and communications for participants electronically to save on paper waste.
• Use recycled paper for printing of event materials and nametags.
• Create an electronic call for presentations for presenters on the website to eliminate the use of paper when responding to the solicitation for presentations.
• Communicate with presenters via email and allow presenter contracts via electronic format to save on paper waste.
• Encourage participants to use an online credit card payment system for event registration fee payments to avoid the need for printing paper checks and purchase orders when possible.
• Encourage participants to car pool or take the bus to the event.
• Provide participants with name badge holders and ask them to return them for reuse.
• Provide handouts for general sessions and breakout sessions online prior to the event to eliminate the need for the printing of handouts.
• Track session registrations of participants so we can carefully estimate the amount of food to eliminate waste.
• Work with the facility to provide signage throughout the facility to inform participants where and how to recycle.
• Work with the facility to provide reusable linens, silverware, glass and china to eliminate unneeded paper, plastic and foam products.
• Work with facility to ensure excess food is provided to shelters or the homeless.
• Provide online evaluations after the event to eliminate paper waste.

The Odyssey Group has developed its own comprehensive online event management software to provide abstract data submissions, registrations and payments, evaluations, and membership management. We have vast experience in creating online registrations for job fairs that handle resumes, job searches, and detailed reporting. We work closely with you to create a custom web application that your participants will use to provide information for your event or registration. We help you determine the information you need to collect. Our custom web forms make the online application process easy for your customers. Our personal back end management tools allow us to process registrations and manage the information for your event or registration. The management tools allow you to easily access the data your clients provide through online reports or data download.

A benefit to using our online software is that you can have a coordinated look to your current web site. Our programmers can match your web site’s look and feel in order to maintain a consistent marketing image for your clients.

The Odyssey Group will design and maintain a website that is timely, relevant, easy to navigate and provides specific information. We can design a website that will increase the ability to reach related audiences. An online registration and payment system makes it easy for participants to register for the event. A back end administrative website assists the client in communicating with the participants, querying reports and maintaining a database. Samples of a website:

• Mission
• Vision
• Who Should Attend
• Committee List
• Agenda
• Session Descriptions
• Call for Abstracts
• Abstracts
• Presenter Bios
• Directions and Parking
• Hotel Accommodations
• Registration Form
• Payment Options
• Session Handouts
• Sponsorship Brochure and Registration
• Exhibit Brochure and Registration
• Awards
• Special Events
• CEU/CME
• Scholarships
• Online Evaluation