CASE STUDIES

Michigan Meetings Symposium

Client Overview

Hosted by the University of Michigan (U-M), The Michigan Meetings is a series of meetings on a range of topics of interest and importance to both the public and the academic community.  The Michigan Meetings draws an audience of faculty and students at U-M with colleagues from around the nation and the world.  Each year a new topic and planning group is selected as host; each meeting is intended to be a one-time event.

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Project Summary

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Michigan Meetings 2018 was planned by a multidisciplinary team of U-M faculty and staff.  The event was a 3-day conference for 250 guests from campus and across the country.  Keynote and concurrent sessions included more than 70 speakers and panelists.  The client enlisted the support of Steppe Solutions to lead the 11-month planning process in its entirety, from start to finish.

Our Role

Consulting – played an integral role on the planning committee; provided structure to meetings and guided key decisions; built and tracked timelines for all aspects of planning; led the group through discussions to formalize the structure of the conference.

Budgetbuilt a budget to fit the needs of the event which reflected available funding and projected registration fees; tracked all expenses throughout planning; reconciled all invoices. The project came in under the projected budget.

Graphic Design led the graphic design process from start to finish; identified all needs, including logo, letterhead, marketing pieces, signage, and printed program; created timelines, drafted and compiled content, and managed the design, review, and printing process.

Website Design led the process of setting up a structure for a website; wrote, compiled content, and maintained the site; provided recommendations for online registration system to suit the client’s needs.

Marketing/Communicationsprovided a timeline for marketing, including recommendations for key messages to highlight; wrote and designed all email campaigns.

Venue Selectionidentified locations for several social events that showcased signature U-M venues; managed an elegant dinner, poster session, keynote presentation, art exhibit, and strolling dinner reception.

Presenters – collected key information (bios, photos, consent forms); disseminated pertinent details to all speakers, panelists, and poster presenters.

Logisticsmanaged all logistical aspects of the event; secured and managed all vendors including rentals, audiovisual, poster displays, catering, flowers, music, and travel services; worked with venues to coordinate event set-up and develop diagrams; outlined volunteer needs; printed name badges.

Onsite Supportprovided comprehensive onsite support; met catering early each morning; set up directional signage; prepared all presentation rooms; checked in presenters; staffed the registration table; and remained onsite for the entirety of the symposium acting as the information hub for all needs throughout the event.

Photos From the Symposium

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