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