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

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

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

Coordinate design and production of sponsorship documents and materials

Facilitate liaison between sponsors and venue regarding specific requirements

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