Event Management
There are many aspects to a well delivered event, Conference Co-ordinators has the experience and expertise to help your event be a success. Below are details on some of the key areas of the services we can provide:
Planning your event
Prepare a timeline of objectives and critical dates.
Monitor this timeline to ensure all deadlines are met.
Advise on all aspects of conference planning.
Budgeting
Prepare a comprehensive budget, in accordance with the specific requirements of your conference detailing estimated income and expenditure.
Submit an updated income and expenditure analysis on a regular basis.
Audio Visual Requirements
Liaise with the AV supplier regarding all equipment required.
Co-ordinate the design and production of the stage set, signage, banners etc.
Oversee the staging and production of the conference.
Delegate Registration
Personalised registration system for each of our clients, this can be offered as a stand alone service if required.
Confirmation of bookings (registration, social fuctions, accomodation) emailed to delegates and copies to account sections if required.
Conference Catering and Social Functions
Advise on the selection of food and beverages within the budget parameters.
Liaise with banqueting staff on catering requirements.
Provide details of any special dietary requests relating to health or religious beliefs.
Work with the Organising Committee to create cost effective Social Functions for delegates, guests and partners.
Co-ordinate the hire and hanging of decorations/themeing.
Book entertainment, guest speakers and master of ceremonies.
Arrange VIP seating for dinners.
Delegates Satchels/Promotional Items/Gifts
Provide suggestions and quotes.
Arrange gifts for speakers, chairpersons and VIP’s, as directed by the Organising Committee.
On-Site Management
Provide a fully equipped on-site secretariat that is able to process late registrations, payments and amendments.
Supervise all aspects of on-site management including:
Placement of conference and sponsor signage
Delegate registration
Issuing of new and replacement namebadges
Room set-ups
Session timings
All speaker/chair requirements
Audio visual and staging requirements
Food and beverage arrangements
Transportation
Co-ordinate transportation between hotels and the conference venues
Tours and day trips
