Conference planning and administration - The difference between good and great is all in the planning. We create a roadmap to timelines, key dates, tasks and responsibilities, giving everyone a clear line of sight from lead up to launch. We still keep things agile, and can flex and adjust course as needed if things change.

• Goals and aspirations for the conference

• Detailed project plan

• Setting and tracking agendas

• Progress reports

• Detailed checklist

Conference budget and financial management - Budgeting is the backbone of a successful conference, but we know not everyone loves numbers. We’re adept with a spreadsheet and know where to nip and tuck costs to ensure you optimise your budget, without compromising on your conference vision.

• Set up financial systems

• Establishment of separate independent bank account

• GST management

• Prepare budget

• Revise and update budget accordingly

• Attend to all banking

• Process credit card payments

• Code supplier invoices

• Set up supplier payments to be approved and paid

• Follow up debtors

• Financial reporting

Conference destination and venue planning - The environment can make all the difference to the atmosphere of your event. We help you find the perfect venue to host your conference, whatever your expectations or vision. High-end hotel? We’ll find one. Prefer a paddock? We’ll make it happen. We’ll source quotes, secure dates and ensure all your non-negotiables are covered.

• Assess destinations

• Consider dates

• Obtain venue quotes

• Evaluate venue options

• Secure preferred venue and dates

• Effective use of venue facilities

• Contract negotiations

• Payment schedule

• Point of contact for venue

• Update and communicate the venue with any changes

Conference committee management - We know what it takes to wrangle stakeholders and suppliers to ensure voices are heard, decisions are made and actions are taken. We act as a central point of contact, communication and coordination for all conference requirements - your email inbox will thank us for it.Assess destinations

• Prepare a committee meeting schedule

• Prepare and distribute agendas

• Attend committee meetings

• Record and distribute action notes

• Follow up with committee members

• Online reporting

• Co-ordinate committee roles during conference

• Supporting and guiding the organising committee

Conference programme and speaker coordination - Lead important conversations, share knowledge and inspire your audience with high-value, insightful speakers. We ensure that all details are managed to provide flawless execution of the programme, making the speakers feel welcomed and comfortable to allow the best presentation to your delegates.

• Prepare a committee meeting schedule

• Prepare and distribute agendas

• Attend committee meetings

• Record and distribute action notes

• Follow up with committee members

• Online reporting

• Co-ordinate committee roles during conference

• Supporting and guiding the organising committee

• Format programme

• Advice on timings within the programme

• Guidance on types of presentations, workshops, concurrent sessions etc

• Template for approaching speakers

• Call for abstracts

• Confirmation letter to speakers

• Request and follow up speakers biography, photo, synopsis

• Speaker travel and accommodation arrangements

• Continual correspondence with speakers

• MC and/or facilitator arrangements

• Session chair invitations

• Confirmation and updating of session chair arrangements

• Master schedule of presentations

• Audio-visual requirements of presenters

• Presenters are prepared and informed of all details

• VIP hosting of speakers

• Thank you letters for all those involved in the programme

Call for abstracts - Our experience and online submission system streamline an often lengthy abstract submission process. This frees up time for your scientific programme committee to concentrate on reviewing and assigning placement in the conference programme, rather than wrangling submissions.

• Topics and themes

• Presentation types

• Criteria for evaluating

• Guidelines for evaluating

• Timeframes and conditions of submission

• Online submission portal

• Promotion of call for abstracts

• Handling of enquiries

• Supporting authors and submitters

• Monitor incoming submissions

• Manage online review process

• Online review of abstract submissions

• Process and advise the accepted, declined and modified authors

• Confirmed authors requirements

• Advise authors of programme placement

• Poster guidelines

• Point of contact for all author enquiries

• Audio-visual requirements of presenters

• Poster onsite management

• Final programme and proceedings

Conference promotion, communications and marketing - Reach the right audience, build interest around your event and sell out seats through impactful, targeted and professional marketing communication. We ensure that information lands where it’s needed, that delegates feel connected to what’s happening, and that your conference can capitalise on its moment in the spotlight.

• Strategic marketing plan

• Promotion, communication and advertising opportunities

• Review electronic, print material requirements

• Production schedule

• Distribution of publications

• Conference app

• Co-ordinate online content

• Timeframes and delivery of content to be released

• Securing domain name/s

• Website hosting

• Designing of website

• Social media

• E-newsletters

• Direct marketing

Conference sponsorship and exhibition planning - Sponsorship and exhibition opportunities add value to your delegates while providing you with an important additional income stream. We make sure your sponsors and exhibitors feel acknowledged, valued, and that your conference brings benefits to their business, too.

• Sponsorship and exhibition packages

• Pricing of packages

• Sponsorship and Exhibition Prospectus

• Quote for exhibition build

• Allocation of exhibition booths

• Prepare contracts

• Invoice sponsors and exhibitors

• Ongoing point of contact for sponsors and exhibitors

• Prepare exhibition information pack

• Follow up on outstanding registration details

• Sponsorship benefits are being met

Conference accommodation and booking service

• Liaise with accommodation providers

• Look for a range of accommodation options

• Obtain quotes and information on each accommodation option

• Logistical information for each property

• Reserve accommodation for speaker and guests

• Online booking system for delegates, sponsors etc

• Rooming lists for speakers and guests

Conference delegates management and registration processing - We keep communication channels open - while ensuring your own inbox stays clear of conference queries. Any questions or enquiries are answered promptly, whether by phone or email, and all registration and attendance details are handled by us - both before the event, and on-site on the day.

• End to end registration service

• Contract tracing for all delegates, staff and suppliers

• Point of contact for all registered delegates

• Available by phone and email

• Design an personalised branded online registration form

• Confirmation correspondence

• Secure credit card encryption and processing

• Confirmation email to all registered delegate

• Dietary requirements

• Manage and respond to delegate enquiries

• Update database with changes

• Cancellation policy and enforcing of cancellation policy

• Design of namebadges

• Namebadge categories

• Collation of namebadges, tickets etc

• Online reporting for committee

Conference social function planning - A conference can also be an opportunity to let loose a little and enjoy the social company of colleagues and industry community. We are partial to a good party, and know what it takes to create a memorable add-on to your conference proceedings. Whether it’s a breakfast, networking function or awards dinner, we’ll help get crowds mingling, conversations flowing and dance floors started.

• Evaluate venue options

• Format and outcomes of social functions

• Menu and beverage selection

• Live entertainment and band options

• After dinner speaker

• Evaluate theming and visual ambience options

• Audio visual and staging requirements

• Pricing and ticketing

• Seating plans

• Logistics – such as photographer, dance floor

• Planning and timing of the function

• Monitoring beverage limits

• Co-ordinate all venue and supplier arrangements

• Runsheet and planning

• On-the-day management

Conference supplier management - Managing conference suppliers can get overwhelming - especially when there are dozens of them to juggle for a single event. We’ve built a trusted network of collaborators, or we can work with a company of your choosing. Either way, we’ll keep dealings transparent and ensure standards are always high.

• Manage supplier communication

• Draft service require and information about the conference

• Obtain quotes with competitive pricing

• Advise confirmation of services

• Contract negotiations

• Follow up on paperwork and payment schedule

• Provide runsheet and documentation

• Advise of any changes, which may affect supplier

• Check invoice against quote and budget

On-site conference management - When the big day arrives, we’re on-site to ensure everything runs without a hitch. Think of us like the Swiss Army knife of conference management - prepared for just about anything. We keep schedules in check, we’re ready to trouble-shoot and we’re not afraid to roll up our sleeves and help where it’s needed most - so you can simply focus on hosting a seamless, successful event.

• Welcoming delegates

• Managing speakers and programme

• Co-ordinating with sponsors and exhibitors

• Liaising with suppliers

• Handling enquiries

• Distributing materials

• Addressing any issues

• Registering delegates

• Post-conference survey and evaluation