Conferences

Want more information or a quote? Talk to one of our friendly team members today about what we can do to make your next event extraordinary.

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