• source and manage accommodation that suits the needs of your conference
• negotiate guaranteed rates and preferential terms
• manage group bookings
• identify suitable accommodation with a range of prices and standards
• prepare accommodation booking forms
• manage payments, changes and special requirementss
• arrange room drops

• arranging all audio visual, technical and translation support with up to date technology
• brief and contract technical suppliers
• arrange video conferencing, audio and/or video recording
• provide speaker audio visual support / speaker preparation room

• identify suppliers
• negotiate prices and menu and drinks selection
• liaise with caterers regarding dietary requirements

• development of exhibitions to serve the trade associated with your conference
• design, develop and manage a conference related exhibition
• develop exhibition plan, layout and company booking forms
• contract and coordinate all exhibition related suppliers
• stand reservations and confirmations
• manage onsite exhibition build up, staffing, security and breakdown
• registration of exhibitor staff members

• budget management, banking and all conference finances
• assist with creating a detailed budget of estimated income and expenditure
• manage and maintain budget
• set up independent bank account, reconcile and manage banking charges and VAT
• process purchases as approved by the organising committee
• process all accounts and manage cash flow
• prepare final financial statements post conference

• we handle all conference logistics to ensure that the conference runs smoothly
• provide advance scheduling and coordination of room configuration, technical equipment, catering, transport, parking, social programme and tours
• develop transport plan – airport/venue/hotels
• arrange for services to meet the needs of those with special requirements
• arrange security services
• arrange for VIP services
• design and produce directional signs/name plates
• arrange poster boards and administer poster sessions
• arrange for academic credit or continuing professional development (CPD)

• complete on site logistical and programme management during the conference
• manage registration desk and staff
• manage help/information and travel desks
• manage venue, catering all 3rd party suppliers and other service providers
• manage sponsor and exhibitor needs
• manage speakers, presenters, chairs, entertainers, AV staff to ensure that the programme runs smoothly and on time
• communicate housekeeping messages or other announcements to chairs
• manage speaker table/name plates, any room configuration changes and roving microphone needs
• coordinate all VIP security and protocol needs
• manage VIP, meeting, holding and speaker preparation rooms
• prepare and breakdown all conference and exhibition areas
• review and approve daily charges and accounts

• collect, collate, design all documentation
• coordinate design and production of marking materials including first and second announcements, call for abstracts, registration and accommodation booking forms, brochures, flyers, banners, programmes, abstract books, evaluation forms
• ensure quality publications delivered on time

• invite, follow up and confirm speakers – arrange travel, accommodation and airport transfers
• arrange travel, accommodation and airport transfers
• arrange gifts

• assist local organising committee with sponsorship, arrange sponsored special events

• management of transport to and from the airport and between hotels and venue as well as social function transfers

• we match your specific conference needs with venues that can best meet those needs
• conduct site inspections of proposed hotels and venues
• consult on room configuration and optimisation

• inform press, develop media kits, accredit journalists

• distribute evaluation forms to encourage learning and determine if objectives have been met
• design, distribute and collect evaluation forms from delegates, speakers, etc
• thank you letters to speakers, sponsors, etc
• assist in scheduling follow up conferences

• plan timelines
• drive and manage the planning process
• hold regular meetings with the organising committee, compile minutes and action lists with regular progress reports
• identify and vet a full range of required 3rd party suppliers (AV, catering, transport, gifts, registration material, etc)
• address future rate increases, exchange rate fluctuations, etc
• reduce your liability as much as possible
• coordinate electronic mailing services including data base preparation and mass mailings

• efficient staff will handle your pre conference and on site registration
• host and operate the conference secretariat for registration and all enquiries with dedicated phone and email
• design and produce a fax back (or email) conference registration form
• develop and produce online registration form
• manage and administer a bursary process, including provision for visa assistance and travel arrangements
• receive and process registration forms and payments online/fax/mail/email
• administer accommodation bookings
• register participants for social functions
• prepare and send confirmations and invoices to all registered delegates
• capture and track all delegate information
• provide registration reports at regular intervals
• prepare and print customised name badges
• prepare and print delegate lists and optional event lists
• provide onsite registration and manage registration staff

• we’ll design vibrant social programmes to enhance your conference
• design and manage welcome receptions, registration cocktail parties, dinners, theme evenings, excursions, cultural events and more