Conference Connection Services
What We Do
The following checklist sets out options that may be of assistance to you in your pre planning. These points are also the basis of our conference organisation and management. You may like to use the list as a checklist of required services, either for your own purposes, or to present to us for a quote.
- Getting started
- Conference general administration
- Conference Venue
- Printing and advertising
- Speakers
- Trade Exhibition
- Sponsorship
- Financial
- During event services
- Post event services Exclusions
- Exclusions / chargeable items
- Fees
Getting started
- When will the event be held?
- Do you have a preferred location and venue?
- How many delegates are you expecting?
- What is the format for the event - how many plenary sessions and how many concurrent sessions?
- Have you decided on Keynote Speakers
- What type of marketing and promotional material will be required?
- What is your target for sponsorship funding?
- Are you having an exhibition or trade show as part of your event?
- Do you need a social program for delegates and accompanying partners?
- What transportation and accommodation requirements will your delegates have?
Conference general administration
- Assisting with Conference planning
- Liaising with the organisational committee
- Attend committee meetings
- Preparing a timeline indicating event milestones
- Obtaining quote for insurance to cover
- Shortfall, cancellation, abandonment, postponement, curtailment and relocation
- Physical loss or damage
- Public and products liability
- Handling Conference enquiries
- Processing and receipting of registrations
- Keeping computer records
- Corresponding with delegates including notification of venue, maps, etc.
- Booking and coordinating delegates' accommodation at special conference rates
- Providing regular updates to accommodation venues
- Processing cancellations and altered registrations
- Providing lists of delegates both for Conference and all sessions, tours and other related functions and preparing name tags
- Sourcing and preparing satchels and other Conference materials
- Coordinating transport as required in the event program
- Banking all registration monies into Conference account
- Coordinating trade displays and sponsor requirements
Conference Venue
- Researching and booking Conference venue
- Researching and booking accommodation venues for delegates
- Liaising with venue and organising deposits and charges
- Maintaining update contact with venue managers
- Organising necessary audio visual equipment
- Organising catering and maintaining liaison with caterers
- Coordinating all Conference related events, e.g. dinners, excursions, poster sessions
Printing and advertising
- Preparing and distributing promotional material / brochures
- Advertising and media liaison in conjunction with the committee
- Designing letterhead
Speakers
- Booking accommodation and airline tickets for Invited Speakers
- Liaising with speakers on all arrangements including abstracts, program and audio visual requirements
- Coordinating speakers' audio visual requirements
- Developing and distributing confirmation letters to speakers
- Compiling and distributing authors kit to Speakers
- Receiving abstracts by email and hard copy
- Receiving full papers by email and hard copy
- Developing database of all speakers details for communication and acceptance of papers, advising session details etc.
Trade Exhibition
- Designing of Trade Exhibition Proposal
- Providing floor plans of venue with selection of layouts
- Liaising with Exhibitors and suppliers
- Liaising with venue in regard to set up of exhibition
- Managing / coordinating exhibition on site
- Preparing thank-you letters at completion of conference
Sponsorship
- Developing Sponsorship Proposal
- Following-up potential sponsors
- Collecting sponsorship monies for payment into Conference account
- Liaising with sponsors leading up to and during event
- Ensuring sponsorship requirements are fulfilled
- Preparing thank you letters at completion of conference
Financial
- Assisting with initial budgeting spreadsheet
- Maintaining financial records · establishing Conference account
- Establishing Credit Card facility
- Providing documentation to client to comply with the requirements of the GST
During event services
- Staffing and equipping of the Conference registration desk for the duration of the event
- Providing lists and reports of attendance at sessions, tours and all other functions
- Maintaining constant contact with the Organising Committee
- Organising and supervising the work of all volunteer assistants
Post Event Services
- Supervising the prompt return of all material on loan or hire
- Dismantling and clearing the Registration area / desk
- Preparing and presenting budget reconciliation
- Following up any unpaid monies
Exclusions / chargeable items
Direct cost items would be charged to the Conference account. These include the following:
- Printing and photocopying
- Artwork design and production
- Web site design
- Postage / couriers
- Insurance premiums
- Credit card charges
- Telephone & fax
- Purchase of satchels, folders, nametag blanks or any other stores / stationery items
- Cost of advertisements
- Cost of venue hire and catering
- Transport
- Equipment hire or purchase
- Matters relating to the technical and scientific content of the conference
- Preparation of Conference proceedings / abstracts if required (this can be arranged at cost)
- Cost of travel to and from Brisbane if Conference is held out of Brisbane
- Preparation of Business Activity Statement
- Services of Accountant / Auditor where required
Fees
Conference Connections will tailor a package to suit your needs. We offer a range of services from
- Full conference and event management
- Selected areas of assistance
- Registration services only