Conference and Events

By: Savanna Skills and Consulting  02-05-2010
Keywords: Accommodation, events, corporate functions

Our Conference and Event Services Include:

Project management
-    Direct the initial planning process through development, implementation and monitoring of timelines and checklists
-    Provide all substantive information for decision-making and advise on pre-planning questions

Financial services

-    Provision of full budgeting, cash flow, accounting and financial reporting services
-    Rate negotiations with service providers
-    Negotiate payment agreements with service providers
-    On-site reimbursements of tickets, handling and book-keeping of per diems
-    Provision of final accounts

Secretarial support
-    Committee meeting attendance, preparation of agendas, minutes
-    Creating a conference invitation
-    Conference program
-    Customised reports and papers
-    Background guides
-    Delegate handbooks and advisors guides to provide delegates and advisors with all of the logistical and procedural information regarding the conference as well as rules of procedure

External Relations
-    Creating a country matrix
-    Co-ordinate and manage a website
-    Creating a database
-    Staff training
-    Develop an internal pre-conference communication structure
-    Shipping of documents and material

Organizational planning and Conference support
-    Conference administration
-    Conference protocol
-    Opening and closing ceremonies
-    Database management
-    Liaison with delegates & speakers, special guest, day-delegates, observers and media
-    Keeping delegates informed and up-to date on visas, country info, travel tips
-    Welcome letters, transfer reminder notes, maps, foreign exchange
-    Manage special needs, dietary requirements
-    Manage supplies, office equipment
-    Provision of a delegates business centre
-    Co-ordination of the registration including nametags and attendance reports
-    Provision of a full secretariat operating onsite for the duration of the conference to manage registration, administration and general enquiries
-    Directional signage, room set-up, audiovisual, catering and all other on-site requirements
-    Daily run sheets for venue, session chairs, contractors and organising committee

-    Recommendation of venues to meet client's criteria and expectations
-    Site inspections
-    Negotiation and advice on contractual arrangements
-    Negotiation on cancellation, flexibility and payment agreements
-    Venue liaison throughout the planning period and during the conference

-    Accommodation bookings
-    Rate negotiation
-    Advise on contractual arrangements
-    Manage rooming lists

Speakers and Special Guests
-    Key-note speakers
-    Special guests arrangements, travel and accommodation
-    Speakers arrangements, travel and accommodation
-    Speaker liaison on AV requirements
-    Hosting

Social programs
-    Pre and post- conference activities and tours
-    En-route stopovers and tours
-    Social functions and activities
-    Shopping expeditions
-    Teambuilding exercises
-    Partners' programs

Printing of Material and Documentation
-    Co-ordinate production of conference documentation
-    All marketing material including logo design, registration brochure, programs, banners, conference bags and conference gift
-    Pre and Post-conference material, documents and papers
-    Website management

Supplier liaison
-    Venues, caterers, audiovisual, graphic design, printing, recording, interpreters, translators, rapporteurs, entertainers, MCs, special guests, media

Registration Service
-    Pre-Registration
-    On-site registration desk
-    Nametag
-    Customized attendance reports
-    Liaison with delegates, speakers, committee,

Post conference
-    Post Conference debriefing
-    Evaluation analysis
-    Preparation of final accounts

Keywords: Accommodation, Cheap Flights, Conferences, Consulting, Corporate Events, corporate functions, Event Management, events, Project Coordinators, Travel Logistics

Contact Savanna Skills and Consulting


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