We offer a total event solution that works. From the venue and speakers to the accommodation and insurance, our list of services reads like an event checklist - we leave nothing to chance - especially success.

Venue
Planning schedules
Finance
Advertising and promotion
Artwork and printing
Speakers and presenters
Sponsorship
Administration
Social programs
Accommodation and travel
Conference materials and accessories
Trade displays and exhibitions
Poster presentations
Insurance

Venue

• Research, compare and recommend an appropriate venue (prepare a venue report for client)
• Negotiate best venue hire rates·
• Arrange site inspection for client·
• Review and confirm contract, deposit schedules and booking in writing·
• Liaise directly with venue banquet manager to select menu and agree on service standards·
• Arrange function and meeting room layouts and infrastructure·
• Order and arrange delivery of secretariat and media support equipment
• Research and recommend appropriate audio visual and staging contractors to be responsible for all technical requirements·
• Liaise with contractors to ensure service excellence·
• Arrange tapings of proceedings and interpretation services if necessary·
• Organise placement of signage and promotional materials on site
  

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Planning schedules

• Prepare and maintain planning schedule to meet client objectives·
• Assign responsibilities between Conference Solutions and client organising committee·
• Monitor critical deadlines, liaising continually with client·
• Prepare detailed running sheets for client, venue staff, officials, stage manager, and technicians

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Finance·

• Prepare working budget·
• Process event registrations·
• Provide credit card payment facilities·
• Invoice for monies outstanding and process refunds·
• Bank monies to trust account·
• Follow up invoices from goods and service providers, certify and arrange payment·
• Provide documentation to client organisation to comply with the administrative and legislative requirements of the GST·
• Regularly update client on financial aspects of the event·
• Deliver a final financial report (results against budget) to client following the event

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Advertising and promotion

• Develop a public relations strategy in consultation with client to attract delegates and media·
• Undertake direct mail to target audiences·
• Advertise in selected print media·
• Seek complimentary advertising in peer newsletters and magazines ·
• Develop a conference web site with links to online registration facility

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Artwork and printing ·

• Coordinate graphic design and production of all artwork and promotional materials to client specifications (letterhead, envelopes, notices, brochures, programs, proceedings, tickets, name badges, banners and signage) ·
• Source printer and coordinate print jobs for on time delivery

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Speakers and presenters ·

• Help the client identify appropriate speakers·
• Liaise with speakers to obtain biographical information, audio visual requirements, travel and accommodation needs, and conference papers·
• Prepare briefing notes for chairs and masters of ceremonies·
• Arrange for a preparation room for speakers at the venue·
• Provide on site assistance as required

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Sponsorship ·

• Develop ideas for sponsorship and advise on suitable sponsorship packages·
• Administer financial arrangements with secured sponsors·
• Meet sponsors' needs and requirements leading up to, and during, the event·
• Maximise sponsors' exposure to target audience through quality promotional material, appropriate acknowledgments, and signage·
• Arrange travel and accommodation for sponsors as appropriate

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Administration ·

• Assign a minimum of two Conference Solutions team members to each event·
• Attend planning meetings·
• Establish and maintain files and provide a telephone, facsimile, email and postal base for event enquiries·
• Tailor software to the event·
• Deliver regular financial reports, listings and statistics·
• Correspond with event delegates about attendance, payment and accommodation·
• Brief officials, volunteers and venue staff·
• Compile event material for delegates·
• Staff a registration desk throughout the event, welcome delegates and respond to enquiries·
• Prepare and distribute participant evaluation forms·
• Manage all aspects of the event on site

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Social program ·

• Research suitable social activities and venues in consultation with client·
• Recommend an innovative and interesting schedule of activities to match client needs and preferences·
• Brief caterers, manage entertainment and theming·
• Coordinate all activities with particular attention to dietary and protocol requirements·
• Develop optional social programs for partners while delegates are in session

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Accommodation and travel

Accommodation ·

• Negotiate most favourable group rates with a range of hotels (from budget to luxury accommodation) located near the event venue·
• Inspect hotel rooms to ensure appropriate standards·
• Confirm rates and block bookings in writing·
• Book all accommodation for delegates, speakers, chairs, and sponsors and confirm all details in writing·
• Provide accommodation properties with rooming lists and deposits prior to the arrival of delegates

Travel ·

• Seek group discounts and submissions from airlines·
• Organise a master file account with preferred airline·
• Coordinate speakers' air travel·
• Coordinate coach transfers and shuttle bus services

Conference materials and accessories·

• Negotiate competitive prices from suppliers for satchels, pens, pads, gifts, souvenirs, shirts, and other conference accessories·
• Have event logos overprinted onto materials·
• Arrange for satchels and inserts to be delivered to the venue·
• Prepare satchels for registration

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Trade displays and exhibitions ·

• Determine exhibition format in consultation with the client·
• Appoint an exhibition contractor·
• Liaise with contractor on floor plan design and shell scheme display system·
• Prepare budget, promotional brochure and application form for potential exhibitors·
• Help market the exhibition
• Allocate stands on application from exhibitors·
• Prepare contract and information kit·
• Book accommodation ·
• Prepare name badges·
• Prepare exhibitor newsletter and evaluation form
• Arrange on site security and storage
• Manage the exhibition throughout the event

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Poster presentations ·

• Manage poster presentation display·
• Develop appropriate floor plan
• Liaise with contractors regarding poster board hire and build-up, and position of lighting and signage
• Develop timetable for poster presentation sessions·
• Provide poster presenters with guidelines for effective poster presentations

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Insurance
Conference Solutions has insurance cover for: ·

• Workers compensation·
• Public and products liability·
• Professional indemnity

We arrange insurance protection for your event to cover:

• Shortfall, cancellation, abandonment, postponement, curtailment and relocation·
• Physical loss or damage·
• Public and products liability

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