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| 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: |
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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
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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)
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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
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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
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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
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And finally...
- Cash collection (including chasing overdue invoices) analysis of feedback and other wrap up functions
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