Conferences

At Event Dynamics, we deliver engaging and rewarding conferences in a range of locations across New Zealand and The Pacific. We’re there from the beginning, planning and developing ideas and then executing them in a way that exceeds your delegates expectations’.

With the extensive experience of our team, we’re able to find the best venues, accommodation, speakers and entertainment to meet your requirements. We have access to a diverse and extensive range of suppliers who offer us competitive rates, saving you valuable time and money to focus on delivering engaging content to your target audience.

Venue

  • Research and recommend an appropriate venue
  • Negotiate favourable rates 
  • Book and manage AV and Technical equipment
  • Coordinate venue personnel
  • Coordinate food and beverage requirements
  • Book and manage all audio visual requirements

Accommodation

  • Research and recommend accommodation providers
  • Negotiate appropriate rates
  • Ongoing communication with nominated hotels regarding guest requirements

Marketing

  • Assist and coordinate the development of conference theme and logo
  • Coordinate design, production and distribution of brochures, programmes and other printed materials
  • Coordinate and manage conference website
  • Source all conference accessories.

Administration

  • Provide a fully equipped Secretariat during the conference
  • Provide computerised registration and database management facilities
  • Arrange insurance at competitive rates
  • On-site venue and event management
  • Post event evaluations as required

Registration

  • Provide online registration for delegates and exhibitors which will be linked to the conference website 
  • Provide you with a link to access the online management reporting 
  • Process credit card transactions from delegates via secure payment processing 
  • Send confirmation invoices direct to delegates and exhibitors

Programme

  • Assist with planning programmes and agendas
  • Advise on programme structure and timing
  • Assist with accompanying social and special events
  • Coordinate Partner/Family programmes
  • Create, promote and manage pre and post conference touring options

Sponsors and Exhibitors

  • Coordinate design and production of sponsorship documents and materials
  • Facilitate liaison between sponsors and venue regarding specific requirements
  • Liaise with exhibition design company for pack in and pack out
  • Manage signage and collateral delivery

Speakers

  • Coordinate the selection of suitable speakers
  • Liaise with speakers regarding travel, accommodation and technical requirements

Financial

  • Prepare budget according to client brief for approval by appropriate committee
  • Prepare cash flow chart and projections for appropriate committee

Entertainment

  • Research and recommend appropriate speakers and entertainment options
  • Book and manage entertainment and speakers during the event

Audio Visual

  • Event Dynamics have been working with the countries’ leading Audio Visual companies because we believe that “AV won’t make a conference but it can break a conference”                    
  • Access and management of all online information tools, mobile apps and Q&A systems such as Slido, EventsAir, Facebook, Twitter and Instagram

Public Relations

  • Research and recommend appropriate PR provider
  • Coordinate appropriate PR

Mobile App

We utilise the world’s leading event mobile app technology and design and build a customised app for each event. The tool allows each delegate to:

  • View a complete agenda of the event program and build their own personal agenda. You can also take notes at sessions and export them for future reference
  • Network with other attendees including posting of photos, videos, likes and tags
  • View a list of attendees, speakers, sponsors and exhibitors, and connect with them with direct in-app messaging
  • Participate in live polls, session surveys, Q&A sessions
  • Stay up-to-date with real time messaging, alerts and news updates
  • Connect with other attendees with the easy-to-use contact exchange feature

Transport

  • Event Dynamics has manged transport logistics for over conferences as small as 50 delegates and a single venue through to 1700 delegates and 11 venues   
  • Event Dynamics have preferred rates with New Zealand's leading transport providers from cars through to medium and large coaches