Case Studies:

Conference Promotion:
The Challenge: To bring together three chapters of MPI to plan and promote a regional conference. :: click for more

Website Development:
The Challenge: To organize a vast amount of medical resources and design a practical Website for care providers.
:: click for more

Identity Packaging:
The Challenge:To develop a comprehensive identify system for materials in print and electronic form for a land developer. :: click for more

Conference Promotion

The challenge:
To work with three MPI association chapters to coordinate, plan and promote a regional conference, the 2003 Tri-State Educational Conference.

The solution:
The Indiana, Ohio and Kentucky chapters of Meeting Professionals International (MPI) wanted to work together to host a regional educational conference for members. In our role as chapter manager for the Indiana chapter, we were already familiar with the organization and offered a full-service communication and marketing package to one chapter. During the six months leading up to the conference we expanded our duties to include coordination, promotion and implementation of the conference.

Since this was the first time the three chapters worked together for a joint event, there were numerous logistical issues to resolve, including many financial aspects, such as "seed money" to get the marketing and promotions started before registration revenue could be collected. We developed a system for tracking the income, as well as sponsorship funds, exhibitor fees and member registrations.

In addition, we acted as liaison between the three chapters, aiding in communication between volunteers and facilitating easy access to information and updates. Cincinnati was chosen as the host city for the first conference, and, therefore, we also had to overcome potential obstacles caused by the distance issues.

We also provided all of the graphic and promotional support for the member communications. In addition to an extensive web site, we also designed a "save the date" postcard and then a later mailer that included descriptions of all of the speakers and their sessions. E-marketing was also used as a very cost-effective way to keep members informed about updates to the plans and details about speakers etc.

We also assisted in implementing details of the conference, from assisting with the exhibit hall booth assignments, hand-outs for attendees, signage and nametags.

The result:
The result was a conference that exceeded everyone's expectations. The first Tri-State Conference had over 300 attendees and 75 exhibitors. Each chapter netted approximately $14,500.

In 2002, the Tri-State Conference was held in Louisville and we again acted as chapter services for the event. Numbers increased for attendance, exhibitors, sponsors and profit. Each chapter netted over $17,000.

We are currently working on the 2003 Tri-State Education Conference that will be held in Indianapolis in March. We are expecting over 400 attendees.

Click here to visit the Tri-State Website

MP Records Communications, Inc. :: 8444 Castlewood Drive, Suite 400 :: Indianapolis, IN 46250
317:841:8202 :: fax 317:841:8206 :: toll-free 800:577:9984