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Conference Management

Your conference must deliver a range of outcomes for your organisation and a substantial investment in time, human resources and funds is required in order to guarantee success. Outsourcing the management of key roles and responsibilities by a Professional Conference Organiser will assist in the achievement of a healthy ROI.

Expert Events exists to facilitate the seamless management of your professional and academic conferences. We offer a holistic service that will help your organisation avoid budget blow-outs whilst ensuring the entire event – from pre-event marketing to post-event follow-up – is a resounding success.

Our full conference management service is comprised of nine essential elements. Please click on each heading to read more.

Management and Planning

Seamless efficiency from beginning to end and beyond.

Your organisation’s reputation is on the line when organising a conference. A critical component to successful planning is the production of an effective event action list and timeline.

In consultation with your organisation or committee, Expert Events will develop a realistic critical path, outlining all the tasks that need to be completed between the time of our appointment and the commencement of the event. We will identify key milestones and formulate agenda items, keeping management and planning of the event in order.

Budget and financial management

Financial competencies protect against cost blow-outs.

Cost-effective conferences demand the application of a thorough understanding of and extensive experience in managing conference budgets. Additionally, accurate financial reporting is vital in order to keep the event’s budget on track.

Expert Events will prepare a realistic and all-encompassing budget forecast which facilitates the recording and updating of budget, forecast and actual figures. At any given point, you will enjoy access to an accurate snapshot of the event’s financials.

Venue sourcing and management

Your choice of conference venue can guarantee
the success – or failure – of the event.

To avoid costly losses and negative feedback from delegates, choosing the right venue for your particular event is critical. With more than 20 years’ experience in the meetings and events industry, Expert Events will provide a comprehensive assessment and recommendation on suitable venues for your event. Having worked with most of Australia’s leading conference venues including hotels and convention centres, our experience and knowledge provide our clients with a range of suitable venue options.

Once the venue selection has been finalised, we will review the venue contract and book appropriate facilities and equipment as required. Expert Events will manage all ongoing communication and liaison with the appointed venue and ensure all contractual obligations are adhered to.

Event registration

Efficient, reliable and multi-functional
with access to real time statistics

A smooth registration process is absolutely vital since attendees will often judge an organisation’s professionalism on this element. Registration processing can be somewhat of an onerous task but Expert Events simplifies it by utilising a sophisticated software system unrivalled in functionality.

Delegates who register online receive a personal access code which provides them with secure access to amend their own registration details as required, and reprint their own invoices. Accurate registration statistics are available at all times thanks to real-time updating of data and inventory from online registrations.

Our clients can access whatever lists and reports are required at any time via the online database connectivity and their own personalised online information centre.

Program and speakers

Abstract submissions for academic and scientific conferences …
speaker engagement and liaison for all events.

Expert Events specialises in managing conferences with a need for online abstract submission facilities. We create a site which allows for the upload of abstracts, selection of topics/themes, preference for oral or poster presentation, access by multiple authors, and online reviewing and scoring. Session allocation, speakers’ biographies and chairpersons can all be allocated via the sophisticated software used to manage the program.

Sponsorship and exhibition

Allow us to help you maximise your opportunities
for financial and operational success

Strategic partnerships with sponsors are essential to the credibility and financial success of your conference.  Expert Events will develop an effective strategy and identify opportunities to maximise sponsor and exhibitor participation.

We will develop the sponsorship prospectus for potential conference partners, generate the exhibition floor plan and liaise with all stakeholders in the lead up to the event.

Marketing and branding

Maximise awareness for optimal attendance.

A proficient marketing strategy to maximise delegate awareness of your event will go a long way towards 100% attendance. Expert Events aims at all times to prepare marketing strategies that are not just results-focused but also cost-effective.

Our marketing strategies will incorporate database marketing, email, direct mail, advertising in industry publications and social networking. Critical dates for the release of the first announcement flyer, call for abstracts and registration brochure are researched in order to most effectively reach delegates and maximise attendance.

Additionally, Expert Events will develop your event’s logo and branding and ensure that artwork is consistent across all printed material. Delegate boosting opportunities will be researched and identified at related conferences.

Accommodation management

Offer greater value to delegates with negotiated
accommodation packages.

Higher attendance rates are achievable when delegates are offered affordable accommodation within practical proximity to your event.

Expert Events will make a recommendation on suitable hotels for your event and negotiate the best rates available.

Block bookings will be made at these properties to ensure delegates have access to a range of accommodation styles and budgets.

Social program

Social networking pays dividends on reputation,
perceived value and goodwill.

Networking with peers during the social program is often one of the most productive elements of a conference. Expert Events will work closely with you to plan and implement an appropriate, innovative and successful social program within your allocated budget.

We will research and recommend suitable venues for all social events, make recommendations on menu selection, provide quotes for food and beverage selection, entertainment, theming and transport, and liaise with all appointed contractors.

ENQUIRE NOW!

To find out more about how we can help you with our professional conference management package and services, call now on (07) 3848 2100 or email us.

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