The early days of planning a conference
Negotiate, arrange quotes, recommend and secure best possible venue and accommodation alternatives
Provide bank accounts and credit card facilities
Provide central secretariat facilities including post office box, telephone, facsimile and email for use by delegates
Attend conference committee meetings and assist with budgets and planning of conference including any private functions required
Coordinate potential database
Arrange, design, print and posting of initial conference notification
Contact and confirm potential sponsors
Contact keynote speakers and assist with budgets and forward formal agreement
Coordinate potential speakers for assessment by conference committee
Provide reports of expenditure
Provide online abstract system
Provide online registration system
Update website
Arrange tours and/or accompanying persons program
Closer to the conference
Arrange design, print and posting of registration brochure including the use of professional proof reader
Liaise with chairpersons providing biographies and audio visual requirements of speakers
Maintain specialised conference computer registration system
Provide all delegates with receipts and conference details
Pursue outstanding registrations and sponsorship payments
Manage accommodation requirements and organise deposits
Work closely with venue staff and committee members organising conference requirements at venue including room allocation, food and beverage needs and audio visual requirements
Coordinate official program for conference and arrange for design and printing of this and any speaker notes
Notify all speakers of program times and their obligations
Provide comprehensive reports on expenditure, registrations, payments, accommodation and speaker status as often as required
Liaise with keynote speakers arranging travel details and their payment requirements
Arrange required exhibition areas and provide exhibitors with participation details
Arrange satchels
Directly prior to the conference
Arrange name badges and satchel tags for delegates and satchel contents
Confirm food and beverage requirements
Provide final delegate lists
Provide tickets and reports of sessions and/or specialty tours or dinners
Transport all documentation to venue
at the conference
Staff the registration desk
Liaise with and coordinate delegates, committee members, media and venue staff
Provide message centre
Provide assessment forms for all delegates
After the conference
Follow up any outstanding payments
Provide a full report of the conference, including all financial documentation
Submit all conference documentation for your archives
Kid’s program
Child care can be arranged if required
Kid’s social program can be arranged – if required
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What we do