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Event Services

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.

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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 excellent record of success in attracting these revenue streams. Our track record of achieving an average of 24% return on turnover and sponsorship sales of 29% of total revenue on average are industry benchmarks.

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.

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

Event Services include:

Venue Selection

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 website 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 & Trade Exhibition

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.)
Event Management

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

  • Allocating a dedicated Event Manager from our professional staff to your event;
  • Preparation and distribution of all registration and programme materials;
  • Registration of delegates and arrangement of their travel and accommodation needs at preferential rates;
  • Provision of regular registration, statistical and financial reports to the Organising Committee;
  • Coordination of conference satchels, name badges, function tickets, delegate lists, conference programmes, local maps, tourist information and entertainment as required;
  • Management of 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
Accommodation, Travel, Social Events

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.

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 Event Manager and Database Manager 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.
Program and Speaker Management

We will:

  • Assist with the structural development of the program;
  • Manage online abstract submissions and call for papers;
  • Notify speakers of presentation details;
  • Manage audio visual requirements;
  • Organise speaker preparation facilities on site.

To discuss how The Association Specialists can assist with  your next event