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