Conference Management

Event Planning & Management

Our professional experience in conference organisation encompasses every aspect of conference management, which also includes a comprehensive network of relevant contacts ensuring that you are provided with a superior quality of service as well as competitive rates at every stage of conference planning.

The services you can expect can be found below:

• Research venues and feasibility

• Site inspections of venues
• Venue negotiation
• Short listing of suitable venues with pros and cons
• Recommendation of most suitable venue and reason why
• Draft income and expenditure budget
• Book keeping
• Control income and expenditure ledgers
• Registration processing (see below for details)
• Website design and management
• Poster session, arrange poster boards
• Invited speaker liaison (if required)
• Marketing (if required)
• Venue management
• Staffing on site (if required)
• Social events research and organization
• Closure of conference accounts
• Arrange the design and printing of conference booklet
• Electronic information and design for advertising
• Catering organization
• Audio visual equipment organization
• Accommodation bookings (if necessary)
• Arrange satchels
• Arrange delegate name badges
• Tour programmes (if required)

Website Design & Delegate Registration Management

·       Establish our office as the “Conference Secretariat” that will then become the primary mail, telephone and e-mail address for your event.

·       Design, produce & host a branded, tailored, on-line delegate web page registration form.  This form may be hyper-linked from any website should you wish.

·       Download & capture the personal details of all delegates attending from the registration form and accurately record & maintain all information provided.

·       Produce delegate registration status reports on a regular basis and/or as required.

·       Manage all registration payments received, including debiting credit cards and the banking & receipt of cheque payments.

·       Maintain an accurate record of all payments received & deposited, and produce financial status reports to you on a regular basis and/or as required.

·       Produce and distribute receipts of payment to delegates.

·       Action all incoming communications & queries from delegates attending.

·       Prepare & distribute written attendance confirmation to all delegates.