Management System
Management and logistical support for Tomorrow's Workforce Tour will be provided by Odyssey Quest under the leadership of Jim Montoya, CAE. The association and event management and firm, based in Indianapolis, Indiana, has considerable experience in this field. The responsibility of this organization, essentially, is to assure that all details are expertly managed so Roger and Joyce are free to concentrate on working with the people in each community.

Odyssey Quest will be responsible for

• Site Selection of Meeting Venues, working with local leaders
• Attendee Invitation and Registration
• Pre-planning and execution of all Tour Logistics
• On-site management of meeting and registration
• Re-cap of each engagement

To accomplish these responsibilities, Odyssey Quest will complete the following tasks:

• Coordinate with local communities in determining meeting/seminar locations, venues, menus and any additional requirements needed
• Review Hotel / Venue Contracts with local community contact to verify all requirements are in writing
• Prepare a cost analysis for areas of responsibility
• Manage the budget in areas of responsibility with regards to venue, supplier contracts with community and communicate changes, additions or deletions in the logistics to the respective contact in each city
• Manage the Hotel / Venue contract on behalf of client
• Establish communication with the local community contact (s) in each city regarding logistical responsibilities, staffing and ordering
• Responsible for approving all meeting and event space
• Approve all Food and Beverage Menus
• Calculate and provide venue staff with guaranteed and set numbers
• Manage F&B placement of tables and buffets on site
• Compile actual guest counts for future projections
• Supply hotel / venue and other suppliers with a final agenda to include accurate times, meeting names, room assignments, expected number of people and room setups and contacts.
• Communicate any changes or variances to the budget throughout the planning and on-site process
• Coordinate with suppliers on counts and guarantees for number of guests
• Review all Supplier Event Orders for Accuracy
• Manage VIP services for all speakers and local dignitaries
• Book and Distribute airline information and hotel reservation information for Advance Person Communicate to insure timely confirmations.
• Review and confirm with media/public relations companies all logistical information printed on local marketing and training materials
• Assist with needs of local facilitators on site
• Coordinate needs for videographer at each event
• Coordinate needs for audio-visual support for opening session of each event
• Secure prospective attendee list for each community via a tab delimited text file containing separate fields for all information needed for the printing of the badge and any other registration / event activity.
• Send printed invitations to list of invitees in each community
• Harvest names from web-based registration system to prepare conference materials and name badges
• Oversee local assistants in the sale of books and other products that would be available for purchase at each conference site
• Print Name Badges for all registered guests and Name tents for speakers and/or speakers on panels.
• Assemble conference materials for each participant, to be distributed at event registration
• Setup, Manage and Staff Registration desk at each location
  • Number of Advance Staff to be determined based on the number of attendees per city.
  • Compile Registration Bags (number of pieces and quantity will determine labor costs)
  • Distribute Name Badges and Registration Bags
  • Assure that Tour logo coffee mugs are set for welcome coffee
  • Receive gifts shipped from AdStar and support distribution
  • Create Name Badges for walk in attendees
  • Update Attendee Database to include walk-ins and actual guests
  • Manage signage and post for each meeting
  • Collect surveys following meeting and distribute give a ways
  • Manage local staff in the sale of books and other products that would be available for purchase at each site (a dedicated staff member should be secured for this job)
  • Pack up registration desk for the following location
  • Oversee all meeting logistics and food and beverage events
• Handle shipping of conference items from city to city
• Reconcile final hotel/venue and supplier bills for areas of responsibility
• Submit all invoices in a timely manner
• Re-cap actual guest counts for use in Future Projections
• Submit a city by city review in areas of responsibility to include: billing re-caps, actual expenses and guest counts
• Plan, Coordinate and manage final conference in Washington DC 2008 to include all areas of responsibility similar to those described above.