What we will do to ensure your event is a success

Whether you choose the delights and sophistication of the city, or a sunny coastal resort with golden beaches and recreational facilities, we'll help you ensure your delegates have a truly memorable event. From a simple meeting to a large scale congress with a parallel "virtual" show on the internet we can meet your requirements.

We act as a partner with your Organising Committee in selecting suitable venues, planning the programmes, marketing, promotion and managing the finances of your event as well as ensuring the event runs seamlessly on the day. We make sure your event is managed to meet your budget and provides the best level of service within that budget. Our systems and policies ensure the total integrity and ethical well-being of your event.

With revenue from sponsorship and exhibition booth sales becoming a more and more integral part of the financial success of events, we've developed first class systems to promote and sell the benefits of your event. We have an exce.llent record of success in attracting these revenue streams regularly selling out available floor space at our managed events.

We have invested in the latest software and technology to support your event and to ensure its security. Features include:

Firewall security
Online and offsite backups
Anti virus protection
Online registration
Online abstract submission
Online trade shows

We can also provide help on matters such as protocol, security, creativity, speaker selection, social events and opening/closing ceremonies.

If you're putting on a conference, congress or trade show, this is how we'll help shape it:

Venue Selection and Management

We will provide the best choice for you taking into consideration your requirements for:

Event format, number of delegates and optimum location;
A programme of social and recreational events;
Finest quality food and beverages including catering for special needs;
Recreational facilities to suit your delegates requirements;
Travel and transport requirements (including airport and hotel transfers);
Accompanying person programmes and touring options:
Budgetary considerations.

Marketing

We will advise and assist you to:

Maximise publicity of your event to potential delegates, exhibitors and sponsors;
Promote your event locally and overseas;
Set up a website as a resource for your delegates and a promotion medium for your sponsors;
Set up a "virtual" event on the web as a medium for your exhibitors and sponsors;
Obtain databases and media deals to promote your event;
Plan the content, design and look of your event (logos, papers, relevant publications and promotional material.)

Website and Online Services

We will set up your official conference web site to provide:

Online registration and abstract/paper submission facilities;
A virtual event to run alongside your "real time" event;
A marketplace for sponsors and exhibitors to reach your delegates;
A forum for delegates to run discussions or to contact each other using virtual noticeboards;
A library of resources for your delegates including all the papers presented at your event.
A source of website links valuable to your delegates.

Sponsorship and Trade Exhibitions

We will assist you to find trade exhibitors and sponsors and will:

Assist with the design and production of an exhibition floor plan to maximise space and to ensure exhibitors gain maximum exposure and return on their investment;
Assist with the production of exhibition and sponsorship sales packages highlighting the benefits of your event;
Distribute sales packages to targeted sponsors and exhibitors;
Arrange with you follow-up sales calls and meetings with potential sponsors to maximise returns;
Manage the exhibition including setting-up and dismantling of the exhibits.

Event Management

We will make sure your event receives the professional support it requires including:

Allocating to your event a dedicated Event Manager and Co-ordinator from our professional staff;
Preparation and distribution of all registration and programme materials;
Registration of delegates and arrangement of their travel and accommodation needs at preferential rates;
Issue regular registration, statistical and financial reports to the Organising Committee;
Arrange conference satchels, name badges, function tickets, delegate lists, conference programmes, local maps, tourist information and entertainment as required;
Manage all your audio visual requirements including liaison with presenters and entertainers.
Being on site at all times throughout your event to ensure it runs smoothly on the day.

Financial Services

We provide comprehensive financial services for your event:

Budget development and management of costs to budget;
Comprehensive computerised financial tracking of all income, expenditure and taxes (eg; GST) ensuring a full and comprehensive audit trail for your event;
Detailed financial summaries and reconciliations for the Event Treasurer;
Negotiation of event insurance cover;
Opening of bank accounts, merchant facilities and production of invoices, receipts and documentary approvals

Travel and Accommodation

We will manage your travel requirements at the best available rates and:

Organise transfers to and from the venue to hotels and airports, and whilst on site;
Manage your rooming and food and beverage requirements;
Ensure you receive the finest quality food and beverages including catering for special needs.

Entertainment and Social Events

We will assist you with:

your recruitment of speakers and entertainers;
planning a programme which educates, involves and entertains all delegates.

Meeting Management

We will:

Allocate a dedicated Meeting Manager and Co-Ordinator from our professional staff;
Prepare and distribute all registration and programme materials;
Register attendees and look after their travel and accommodation requirements;
Arrange meeting satchels, name badges, function tickets, attendee lists, programmes, local maps and tourist information as required;
Track financial data, including taxes, and provide a financial summary to management;
Manage your food and beverage requirements;
Manage all your audio visual requirements:
Be on site at all times to look after the needs of your guests and ensure the event runs smoothly on the day.

Programme and Speaker Management

Assist with the structural development of the programme
Manage online abstract submissions and call for papers
Notify speakers of presentation detail
Manage audio visual requirements
Organise speaker preparation facilities on site

Click here to download: Conference Convenor's Duty of Care