The Conference Team - Conference Organisers - Event Managers - Christchurch

By: The Conference Team  06-Dec-2011
Keywords: Marketing, Accounting, Conference

Menu of Services – A-Z

Abstract Management
The Conference Team will work with the organising committee on the Call for Papers.  As Abstracts are submitted we will collate for Committee selection.  We can advise successful and unsuccessful authors if required.

Accommodation The Conference Team have an excellent working relationship with all hotels throughout the country and will negotiate the best possible rates based on your requirements.  We can negotiate for corporate, government rates, complimentary rooms and upgrades for VIPs.   We can manage multiple properties offering delegates a range of options tailored to demographic, budget and your requirements.

Accounting & GST Returns
We run a separate bank account for your conference or event, no matter what size. We run weekly Reconciliations and will work with your organisation's accountant.

The Conference Team will have one full-time secretariat allocated to your conference or event so registrations are processed as they arrive and delegates receive quick confirmation of booking. Audio-Visual
A critical aspect of any conference that can make or break a conference.  We have preferred suppliers of Audio-Visual equipment and technicians throughout the country. Budget We prepare and manage the budget, appropriate cash flow, monitor, prepare and present regular budget updates to your Committee, prepare final statement of income and expenditure. Business and Social Programme Design
We assist with the planning of the business programme which often includes several concurrent sessions or workshops. The Conference Team are experienced in devising suitable social events to coincide with the business programme. The Social programme requires careful planning to match your objectives and your target market demographics, the aspirations of sponsors, and considerations of overall style and cost. A typical Social programme for a three day conference may include two sponsored themed dinners, sponsored happy hour, golf tournament, partners tours, dine around.

Corporate Gifts

The Conference Team have preferred suppliers of Gifts for your delegates, speakers, VIPs, committee and are happy to provide suggestions.

Exhibition Management
As well as generating revenue, exhibitions can add credibility to your conference giving your delegates a chance to see and try new innovative products in your industry. The Conference Team are experienced in managing Exhibitions; we use the latest software and online system.   They can book their booth and equipment direct with the suppliers, enter their company details and logo for all print material. We will work together to plan and implement a marketing plan to perspective exhibitors.

Marketing Support
We will work with you to provide optimal promotion of your event by developing an overall marketing and promotion strategy. We work with only the best "award winning" graphic designers and printers to produce your conference logo, marketing and print media.

On site Conference Management
Our team will be on site at your conference overseeing the event and managing all aspects. Partners / Technical Tours / Pre and Post conference tours
We tailor partners programmes, technical tours, site visits, field trips, pre and post conference tours to your requirements.  Services include arranging transfers, accommodation, special events, partners programme and meeting components as required.

Print Management
We have an excellent relationship with an award winning print & design company and have the ability to produce first class promotional media.

Registration & Reporting
The Conference Team are technology savvy and have specialised registration processing software tailored to each conference or event. We support online registration and payments that automatically downloads into your conference database. We process registrations on a daily basis so there is no delay in confirmation to your delegates.

Scanning for PD points
If your delegates require Professional Development points for sessions attended we have the ability to track what session each delegate goes to by scanning a bar code on their name badge. This is done by GPS and downloads in real-time back to a server. From here we can produce especially formated certificates for each delegate with their total amount of PD points.

MC, Motivational, Celebrity, Professional, Guru, Educator/Trainer, Public Officials, Sports stars.  The Conference Team work closely with several Speakers Bureau's in New Zealand and Australia. Together we will identify your "wish" list based on objectives and themes.  The Conference Team will check out credentials, obtain previews, negotiate fees and manage contract detailsas well as the logistics including payment of deposits, audio-visual requirements, travel and accommodation.

Targeting potential sponsors is becoming increasingly vital to the success of many conferences and events. The Conference Team can help you design a sponsorship proposal customised to your conference or event. We will create a full list of opportunities and market these to your list of potential sponsors.

Supplier Liaison

Manage all external production personnel.  Liaise with staging and audio-visual suppliers to ensure everything integrates into the business & social programmes. Recommend and engage suppliers, AV technicians, entertainers and handle contracts and payments etc.The Conference Team work all over the country at many different locations and can your committee with venue selection. We can present site options to suit your objective and budget, negotiate favourable rates and conditions.We have the capacity to link your conference to our website enabling us to manage and update the conference site with any changes instantly.  On line registrations, sponsors logos, letter of welcome, speaker profiles and full programme can be incorporated.
Wrap up & Evaluation
After conference we will compile a review of all suppliers and contractors final accounts, draft thank you letters to speakers and sponsors, collate and summarise surveys, finalise banking and accounting, prepare a final budget and account reconciliation and a final Report.

Keywords: Accounting, Conference, Marketing, Marketing Plan, Sponsors, Suppliers of Gifts