SIDEM Capabilities

• Theme and Program Development
  Propose theme and tagline concepts; create images and graphics for event/client branding; develop program in function of overall goal, required content elements, appropriate flow, and time/space available.
• Promotion and Outreach
  Develop and execute outreach strategies; compile and maintain databases of targeted stakeholders, decision makers, and potential attendees; create, design and output various marketing materials and tools; suggest distribution vehicles and methods, including electronic, mass mailing and telemarketing; develop press strategies, including drafting media advisories and press releases, and organizing radio actualities and satellite media tours.
• Web-based Event Solutions
  Develop and maintain customized, interactive and user-friendly websites to primarily: provide relevant and updated event information; register attendees, exhibitors and speakers; collect fees; and generate customized reports. In addition, websites can: showcase confirmed speakers; generate mass emails to prospective or confirmed participants; offer e-conference and e-commerce tools; abstract collection; attendee networks and chat rooms; presentations, handouts and photo galleries; pre-event surveys and post-event evaluations.
• Writing and Editing
  Generate all required correspondence, including letters, scheduling proposals, press releases and briefing documents; develop text for all event-related products, including website, promotional materials and program brochures; script writing; proofreading and editing presentations, studies and other publications.

• Registration
  Develop registration forms and fee schedules; pre-register attendees through website, fax, mail and phone; maintain toll-free help lines and help desks; monitor registration trends to adjust promotion efforts and host property resources; provide onsite registration support and staff information desk; generate reports on all required fields; compile and analyze final registration numbers.
• Sponsorship
  Identify potential donors; outline sponsorship opportunities and benefits; develop sponsorship packages and correspondence; follow up with personalized pitching and support before, during and after the event.
• Attendee Management
  Invite and confirm attendees; offer dedicated personalized support to facilitate participation; organize travel, transportation and accommodations; provide regular updates, program notes and reminders; distribute individualized itineraries and briefing information; provide onsite support.
• Speaker and VIP Support
  Identify, invite and confirm speakers, VIPs and subject-matter experts through client suggestions, speakers bureaus and independent research; facilitate participation; organize travel, transportation and accommodations; manage reimbursement of expenses and payments of honorarium; distribute AV spec sheets to provide/compile basic presentation requirements; develop briefing memos; facilitate inter-panel communication; provide talking points, transitional remarks and scripting; conduct onsite rehearsals and briefings; assist with presentation graphics, format and content; distribute thank you letters and photographs.
• Travel and Transportation
  Make travel arrangements; organize ground transportation; generate and maintain travel manifests.
• Materials
  Develop attendee materials including notebooks, handouts, and badges, produce bags, folders, and mementos with the appropriate branding for the event.

• Site Selection
  Develop and discuss site requirements; identify, analyze and evaluate suitable properties; compile comparative report with best value/cost analysis and supporting documentation; perform site visits; negotiate contract, including function space allocation, sleeping room block, food and beverage minimums, concessions, comp ratio, attrition and performance clauses.
• Venue Liaison
  Serve as liaison and clearinghouse for all involved parties; monitor performance; communicate event specs, pertinent information and updates; provide onsite management; perform bill review and reconciliation.
• Vendor Management
  Identify, compete and contract with required vendors, including hotels, decorators, producers, designers, caterers, security guards, performers, etc.; generate requirements, monitor performance and review invoices.
• Trade Shows and Exhibitions
  Develop exhibitor kits to include registration outline, exhibitor contract and event information, order forms for products, services, shipping and drayage; create floor plans and allocate booth spaces; supply basic booth packages; design and build custom exhibits; provide onsite help desk.
• Offsite and Team-building Activities
  Identify local sites and points of interest and propose, organize and manage activities, including golf tournaments, cruises, cooking contests, outdoor expeditions and competitions, etc.
• Onsite support
  Load in and set up; track receipt of materials; assemble conference bags/folders; conduct pre-convention meeting with host site, vendors and client; provide onsite registration and information; supervise function set ups; perform room checks; monitor security services; communicate and oversee execution continuously; anticipate issues; handle last-minute changes and requests; troubleshoot; pack up and load out.
• Ancillary Services
  Evaluations; transcription; translation; sign language interpreters; video and audio recording and sales; photographers; etc.
• Budget Development and Management
  Develop comprehensive and detailed budget; monitor actualization and adjustment of costs; review and reconcile all final accounts.
• Wrap up
  Pack up and load out; compile and analyze evaluations; send out thank you letters; compile final report, including comprehensive registration data, catering and sleeping room actualization; review/approve all bills and provide final budget reconciliation/invoicing.

Event Planning and production services are the key marketing and communication tools used to successfully deliver your message to your audience, whether your audience is internal members or external stakeholders. Our team is experienced in various levels of audiovisual production ranging from a simple screen and stage to brand launches and fashion shows. SIDEM has a proven track record of developing, customizing, and conceptualizing production solutions that make events more compelling and ultimately more successful.

• Production Coordination & Management
  Develop a comprehensive multimedia concept within the confines of the budget, schedule and audience size that most effectively delivers a message; manage the implementation and coordination of vendors, producers, and other technical staff.
• Graphic Design & Brand Identity
  Create compelling graphic and branding packages and/or integrate the client's brand identity into all event media, including: conference materials, screen graphics, printed signs, videos, and PowerPoint templates to create a consistently branded experience.
• Animated Graphics & Video Production
  Develop animated graphics, such as loop-able video animations, overlays, and templates. Produce unique broadcast quality video products through script and storyboard development, filming and shooting, editing and outputting, for internal or external distribution.
• Scripting & Show-flow
  Craft scripts and elevate messaging for keynotes, introductions, video production, and press releases. Develop detailed show-flows directing segment timing, stage entrances and exits, graphic and audio cues.
• Technical Production
  Provide basic AV and presentation support, as well as state-of-the-art technical production services like custom stage design and build; thematic props and décor creation; sophisticated sound and lighting support; and stage management.
• Post Event Production
  Develop tools and media that package key messages from the event for future uses, such as: producing speaker highlight videos, designing post-conference handouts and binders, delivering branded materials and/or design files, etc.

SIDEM has asked its staff and vendors to think green! Using our team's creativity and resourcefulness, we have created a list of suggested green practices based on the Environmental Protection Agency’s (EPA) guidelines for meeting planners and modified them to include our recent best practices to make the government’s policies even greener. In addition to providing the option to make your next event more environmentally friendly, SIDEM is looking for ways to make our own office a greener workspace. This initiative will make the SIDEM team more familiar with the best green approaches available. Let's work together to plan green.

Suggested Green Methods

Conference Registration

• use paper having a significant post-consumer recycled paper content and printed with soy based inks (when possible),
• require that all handouts be double-sided,
• in promotional literature, discourage registrants from renting cars; provide directions on how to reach the hotel by mass transit from airports/major train stations/etc.; provide information on how to receive timetables,
• only provide pens/pencils and notepads upon request,
• use water-based markers & pens instead of permanent inks since less hazardous chemicals are used in their production,
• use electronic or reusable message boards to cut solid waste,
• if plastic name tags are used, set up a system for returning them for reuse at the end of the conference; possibly offer an incentive for returning tags (for instance, a gift might be sent to a certain number of people whose name tags are picked in a raffle; the gifts should be environmentally friendly), and
• provide handouts, PowerPoint presentations, and other conference materials on a web based FTP site or other location for electronic download.

Venue Selection

• offer guests the option of not having sheets & towels replaced each day to save water, energy, and detergents and increase the life of the linens; also offer the option of not replacing partial bars of soap with full bars; set up a system so that housekeeping clearly understands the change in procedures,
• only provide shower caps, sewing kits, shoe buff kits, etc. on request at check-in; again, inform housekeeping,
• only provide newspapers to rooms as requested; do not put newspapers in plastic bags,
• promote and choose hotels that have implemented water and energy conservation measures in place, like special showerheads and key-card activated electric, etc.
• put recycling bins where they are easily accessible; make sure they are clearly marked as to what types of wastes are being collected, and
• prohibit smoking in conference rooms, dining rooms, and common hallways to avoid exposure to second-hand smoke.

Food & Beverage Service

• serve group meals buffet style; offer only 1 size of plates (dinner plates), do not offer salad plates; place utensils at the end of the serving line so that people take only those needed,
• use reusable flatware, glasses, mugs, and plates instead of disposables; choose mugs over cups & saucers (1 item does the work of 2), at meals serve ice water only on request to save water and energy; in meetings have ice water & glasses in the back of rooms instead of on each table,
• eliminate individual sugar packets, condiments, creamers, crackers, etc. to reduce solid waste (as allowed by local health laws),
• for breaks, serve drinks from large dispensers or large bottles (avoid individual bottles or cans whenever possible; when not possible, choose aluminum cans over bottles since they are totally recyclable),
• purchase organic foods & beverages for the health of customers & to support organic gardening,
• eliminate garnishes that most likely will not be eaten, such as lettuce under other foods, sprigs of parsley, etc.,
• increase the number of foods that are low on the food chain, such as fruits, grains, and vegetables, to save energy and resources (the higher up on the food chain, the more energy and resources it takes to produce the food), and
• donate excess food to shelters or give/sell excess food to pig farms to reduce solid waste.