SERVICES

PROJECT PLANNING
Liaison with project committee to ensure coordination of roles
Advise and draw up timetables detailing tasks to be completed and time lines
Attend and participate in meetings of the organising committee and in meetings of sub-committees as necessary and provide action notes. Monthly report meetings with the committee, moving to weekly leading up to the month prior to the conference
Email reports and regular telephone correspondence with key committee contact

REGISTRATION
Pre-event registration
Design and maintain the registration page for delegates to register online
Accept calls and answer queries regarding the event and registration
Process online, phone and mail registrations
Provide confirmation of registration to delegates with tax invoice, and receipt upon payment
Accept payment by cheque, direct credit and major credit cards via PayPal
Follow up outstanding payments
Collect detail of special requirements for delegates, eg. dietary, special requirements
Provide reports of delegate numbers, attendee names, and financials as required via a secure iVvy registration system

Pre-event preparation
Produce customised name passes for each attendee; including name, organisation and other detail as required

Onsite Registration
Provide experienced event staff to assist with the needs of the delegates at the time of arrival at the conference and social functions
Brief and deal closely with venue staff to ensure the event runs smoothly
Provide a manned, well signposted registration area where delegates can;
- collect their name badge and conference pack
- purchase onsite registrations and public events tickets, onsite payment received in cash, cheque or credit card
- ask questions about the event, programme or seek assistance
Provide an experienced and well-briefed staff member who will see to the needs of sponsors and exhibitors

Post-Event
Provide final reports and spreadsheets of attendees and financials for your records
Conduct feedback surveys of attendees and provide results to the committee

VENUE MANAGEMENT
Book and administer all requirements for conference venue
Supervise and manage outside contractors/suppliers
Supervise all relevant aspects of the conference on-site
Meet with catering manager prior to event to discuss the needs of the event and the delivery standard
Liaise with venue to ensure all aspects of the functions ie; cocktails , dinner are organised to the best standard and on time
Meet with key banquet heads delivering the event on the day to ensure performance expectation is met

Packing In and Out of Event
Oversee equipment, audio visual and event theme pack in
Ensure that timelines are on track
Manage issues and logistics as they arise

PROMOTION
Liaise with assigned agency to design promotional material, including web page development and brochure, liaising with agency regarding changes.
Manage printing of all promotional material, proofs, inserts etc

AV MANAGEMENT
Ascertain AV requirements from the organising committee
Seek quotes from suppliers
Advise committee on recommended provider
Provide run sheet along with all required speaker presentations, for the production team and ensure that all speaker requirements in terms of equipment is provided
Fully brief the on-the-day AV technicians and ensure that all aspects of the audio visual component run seamlessly for the event

SPEAKER MANAGEMENT
Manage, if required, all accommodation, travel, registration and other necessary details for keynote speakers
Liaise where appropriate with speaker or representative of any special on-the-day requests
Compile all speakers' papers to produce the conference documentation
Receive and collate AV presentations, and provide a detailed confirmation of their receipt and AV requirements
Provide a speaker preparation pack outlining all event details including functions
Ensure ample time between speaker arrival time and speaker delivery
Communicate arrival of speaker to key committee contact to ensure appropriate welcome/introduction to organizers
Ensure speaker is fully briefed, is introduced to key staff and technicians and has adequate time to rehearse
Ensure speakers are prepared and on time for their slot and that the chair of each session is fully briefed of any changes

ABSTRACT MANAGEMENT
To receive and collate abstracts for review of the selection committee
Contact authors by assigned date to let them know of acceptance or rejection

FINANCE MANAGEMENT
Assist with and manage budget
Obtain quotations for approval
Regular financial reporting and forecasting

Handle finances and process GST return on the clients behalf

SPONSORSHIP AND EXHIBITION
Manage all sponsor requests as set out in sponsor agreements
Liaise with suppliers and venue
Advise on layout, design for exhibition area
Design, produce and distribute exhibition catalogue
Monitor all applications and allocate stands
Administer all requests for special stand, signage, lighting and technical requirements
Manage catering, distribution of conference material, name badges for exhibitor
Monitor setting up, on-site and breakdown aspects of stand system

SOCIAL FUNCTIONS
Liaise with organizing committee re social function requirements, ideas
Manage all aspects of Conference dinner, to include staging and entertainment
Manage all aspects of the Welcome Reception

PROBLEM / CONTINGENCY MANAGEMENT
Advise committee of any problems or potential issues in advance and offer solutions/safety guards where possible
Ensure that sufficient planning has been done in order to avoid/counter as many problems as possible
If in the event of a problem, consult, action plans and remedy