What we do for our clients

Programme

  • You develop this – but we can supply templates, give advice and look for pitfalls with timing, venue use etc.

Management

  • Participate in meetings with you.
  • Negotiate rates and co-ordinate venues and suppliers, including catering, transport, AV, designers …
  • Co-ordinate field trips, partner programmes and social activities.
  • Health and safety compliance.
  • Liaison with speakers, including abstract management, bios, photos, AV requirements, accommodation and registration.
  • Stage management.
  • Assistance with marketing of your conference.
  • Prepare all printing, including proceedings, name badges and other material as required (either in-house or via our designer depending on your needs).

Accounting

  • Budget preparation and updates.
  • Manage and run dedicated bank accounts.
  • GST returns and any end of year tax returns in association with your adviser.

Registration

  • Process and record all registrations, confirmation back to delegate.
  • Provide invoices for registration fees.
  • Credit card payment ability.
  • Reserve and confirm accommodation.

Exhibition / Sponsorship

  • Recommendations on sponsorship levels.
  •  Identify new opportunities.
  • Secure sponsorship and invoicing.            
  • All correspondence, including site allocation, handbooks, health and safety. 
  • At the conference

    We arrive on site at least a day before and we:

  • Meet with the venues, review run sheets and timing.
  • Pack the satchels. 
  • Check the sponsors' area is built and then supervise sponsors pack in. 
  • Ensure AV and any theming is correct.
  • Meet with the committee if required.

During the conference we:

  • Greet the delegates and hand out registration packs.
  • Are on hand to help delegates, speakers, the committee and suppliers in any way we can. 
  • Ensure the smooth running of the conference sessions and social events.

Post conference we

  •  Send out thank you emails to speakers, suppliers and others as required.
  • Pay the bills and chase any outstanding fees.
  • Send out, manage and summarise post conference surveys if required.
  • Provide an actual to budget of the income and take the accounts to audit.