Project Management: (Professionally managed events … accountable, measurable… expect delivery)
- Idea
- Feasibility
- Planning
- Implementation
- Conclusion
Event Concept & Design: (Creativity and imagination channelled to create memorable events)
- Analyze goals and objectives
- Prepare feasibility study
- Create theme
Financial Management: (Work off a managed, controlled and pre-approved budget)
- Prepare event budget
- Negotiate supplier contracts
- Prepare management quotation
- Project cash flow
- Manage supplier payments
- Receive delegate, funder, sponsor payments
- Regular reporting to client
- Perform final reconciliation
- Present audited books to client
Communication Centre: (Management of all incoming and outgoing communication ... all channels)
- Email setup and management
- Web setup and management
Audio-Visual, Sound, Lighting & Entertainment: (All technical aspects sourced, secured and managed)
- Establish technical requirements based on theme and budget
- Manage all technical aspects, design, sound, lighting, staging
- Manage supplier contracts
- Manage supplier payments
- Manage supplier delivery
Entertainment: (All entertainment created, sourced, secured and managed)
- Source entertainment
- Provide options based on theme, budget
- Manage entertainer contracts
- Manage entertainer payments
- Manage entertainment delivery
Food & Beverage: (The right menu, sourced, secured and managed)
- Research catering to theme and budget
- Manage caterer contracts
- Manage caterer payments
- Manage caterer delivery
Venues & Facilities: (The right venue, sourced, secured and managed)
- Research venue suitability
- Create venue comparison
- Assess and recommend venues
- Manage venue contracts
- Manage venue payments
- Manage all communication with venues
Photography & Video: (Capture the event)
- Prepare presentation video
- Record event
- Manage production suppliers
- Manage photographic suppliers
Protocol & Policies: (All protocol requirements seamlessly managed and delivered)
- Identify, source and document protocol requirements
- Train project team on requirements
- Ensure event design and delivery adheres to requirements
- Gifts & Thankyou’s: (Gifts … from concept to delivery)
Prepare gift concept to theme, budget, recipients, distribution
- Source gifts
- Personalise gifts
- Deliver gifts
Marketing & Media: (An event, a launch, a celebration … spread the news)
- Create marketing plan
- Design and print marketing material
- Design advertisements
- Place advertisements
- Create teaser campaign
- Manage distribution database
- Co-ordinate media campaign
- Design and print media material
- Manage media relationship
- Website State of the art technology gives an event the edge.
Print, Design & Layout: (Creative design and print delivers a professional event image and profile)
- Marketing material & Advertising
- Conference logo to theme
- Invitations, Menu cards, Programs and Place cards
- Media material, Information packs Sponsor packs & Delegate packs
- Seating plans, Directional maps, Itineraries, Name labels
- Conference notice and delegate registration forms
- Welcome letters Evaluation forms
- Publication Layout –Year Books, Event Programmes and Commemorative Brochures
Sponsorship & Sponsors: (Secure sponsorships &enhance the profitability, exposure of the event)
- Identify sponsor target market
- Create sponsorship package & Develop sponsor design and print
- Secure sponsorship
- Manage sponsor relationship & delivery
- Manage sponsor income and expenses
- Registration Services: (Fast, efficient registration through all channels)
- Provide online delegate registration
- Provide online payment facility
- Manage all incoming and outgoing delegate communication
- Manage onsite registration
Social Programme: (Seamlessly integrate the social aspects) the formal programme
- Design and create social programme
- Manage implementation of social programme
Speakers & Facilitators: (Confident, dynamic speakers & facilitators)
- Provide options based on theme, budget
- Source speakers
- Manage speaker contracts & delivery
- Manage speaker payments
- Prepare speaker presentations for distribution or online presentation
- Prepare documents for distribution or online presentation
Translation Services: (Professional translations make intercultural and international events possible)
- Identify translation requirements
- Source suitable translators
- Setup translation facilities onsite
- Manage document translation process
Travel, Accommodation: (All travel and accommodation sourced, secured and managed)
- Provide travel booking function
- Co-ordinate travel, accommodation, transfers and tours
- Provide meet and great facility
- Create and co-ordinate local tours and partner programs
Post event analysis: (Evaluate the event based on the defined goals and objectives)
- Provide photo collection
- Provide video library
- Provide financial reports
- Provide evaluation summary reports
- Present event evaluation based on defined goals and objectives
- Present recommendations for future events
Delegate feedback: (Delegate feedback provides the platform for improvement)
- Manage distribution and collection of evaluation forms
- Document and collate evaluation responses
- Prepare evaluation summary reports
