Running an event, even a small one, involves an amazing range of tasks. The following are typical of the services which we provide to most of our clients:

Early planning

• Determining the type of event


• Compiling a detailed budget


• Venue Search, with a shortlist or options and recommendations provided


• Devising a marketing plan


• Contacting potential sponsors

Compiling the programme

• Assisting with programme development


• Contacting suggested speakers


• Organising graphic designer/ printer to art-work and print the conference programme and associated documents (e.g. letterhead and booking form)

Liaison and monitoring

• Continuing liaison with venue on a range of issues including audio visual requirements, catering and other matters such as disabled access


• Sourcing and liaising with other contractors as necessary


• Ongoing feedback to client


• Providing information packs to speakers


• Arranging accommodation and Audio Visual requirements according to speaker and client specification


• Monitoring marketing plan and budget


• Liaising with sponsors and exhibitors regarding final arrangements

Marketing

• Obtaining necessary databases for marketing


• Executing the marketing plan: mail-merging and mailing out programmes, emailing details to networks and placing details on websites


• Handling queries from delegates, speakers and exhibitors


• Processing bookings, including providing confirmation of place, directions and accommodation details


• Invoicing

Conference administration

• Providing bespoke delegate badges (which would typically include client and sponsor logos)


• Obtaining summary or copy presentations and compiling delegate packs including feedback forms


• Provision of welcome sheets and signage for the venue


• Provision of 'link slides' for plenary presentations


• Production of notes for the chairperson


• Set up and final checks at the venue


• On-the-day staffing and troubleshooting

And finally...

• Cash collection (including chasing overdue invoices) analysis of feedback and other wrap up functions