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PLANNING
- Specialising in coordination of local and overseas conferences and meetings
- Source venue for events, product launches, dinners etc
- Provide advice on the planning and operation of the conference/event
- Prepare critical timelines of key events
- Advise on tasks necessary at each phase
INFORMATION
- 24 hour fax facility
- Telephone service during normal business hours
- After hours answering service
- Electronic mail service
- Database services for registration purposes
- Coordinate design of “Call for Abstracts” brochure, and arrange printing; similarly, for “Advance Program” and “Final Program”
- Handle email/ mail-out of “Call for Abstracts” and “Advance Program”
REGISTRATION/COORDINATION
- Set up of online registration
- Attend planning meetings and provide progress reports
- Central reference point (mail box) for enquires & information
- Liaise with delegates regarding all conference requirements
- Regularly review and update critical timeline
FINANCIAL
- Assist with the preparation of the Event Budget
- Provide regular financial reports
- Provide credit card facilities
- Manage finances and prepare final report
- Collect income from non-online registrations
- Arrange refunds according to cancellation policy
- Pay accounts as approved by Chairperson
KEYNOTE SPEAKERS
- Book travel and accommodation for keynote speakers & VIPs
- Communicate with keynote speakers and advise of arrangements
VENUE
- Negotiate and book venue, including contractual arrangements
- Arrange signage and banners at venue
- Organise AV and Internet access facilities
- Catering – morning / afternoon teas, lunches, dinners & receptions
EXHIBITION
- Approach prospective exhibitors and communicate costs
- Maintain database
- Negotiate with sub-contracted company, for stands, posters and advise exhibitors of dimensions
- Invoice exhibitors
SPONSORS
- Assist in seeking sponsorship
- Provide format of sponsorship packages
- Invoice sponsors
HOTEL ACCOMMODATION
- Negotiate with a range of hotels to obtain competitive tariffs
ENTERTAINMENT & EXCURSIONS
- Obtain quotation for pre and post tours
- Negotiate contracts and fees
- Source suitable entertainment for functions
PROCESSING OF CONFERENCE ABSTRACTS
- Collect online abstract submissions
- Maintain a database of abstracts
- Send abstracts to reviewers
- Receive reviewers comments & collate results
- Send notification of acceptance / rejection to authors
- Send to authors – format for publication (camera ready copies)
- Copyright release form
- Author biography form
- Audio visual requirements
- Author registration form
INTERNET
- Produce and maintain a web site for each conference, displaying conference and contact information, including all brochures, program details, accommodation, social tours and tourist information
MISCELLANEOUS
- Organise ordering and delivery of satchels
- Produce name badges for the delegates
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