Total Events Management Solutions

Total Events Management Solutions from TechnologiesArtsCommunicationsSouthAfrica

By: TechnologiesArtsCommunicationsSouthAfrica   08-10-2010
Keywords: Accommodation, travel and tours, Marketing And Promotions


The group is positioned as a focus player in the following sectors;

     I.    Information Technology and Communications

    II.    Research, Development and Training

  III.    Branding, Marketing and Promotions

  IV.    Total Event Management Solutions

   V.    Accommodation, Travel and Tours

  VI.    Mineral Resources Management

 VII.    Temporary Staff Placements

VIII.    Facility Management

  IX.    L’Afrik Haute Couture

    X.    Transport

NOTE: This document has been prepared for some of the above mentioned services kindly contact us for detailed information regarding other services.

 Event Management

TechnologiesArtsCommunicationsSouthAfrica’s Event Management team   is a specialised micro and macro meeting management team with experienced staff working on state-of-the-art event management systems.

We offer our clients a solid partnership on all aspects of event planning and management, guaranteeing the successful roll-out of your event.

 We support clients at various levels, viz:

Strategic/businessdevelopment level

Such support is aimed at ensuring the success of the event on a commercial and strategic level. All of this is done in close collaboration with the governance structures of the event. We do this by focusing on:

1.    Managing stakeholder relationships  including the provision of a secretariat for all  structures

2.    Development of business plans & operational plans

3.    Managing all the strategic financial aspects of the event including:

·         Supplier negotiations to ensure best prices

·         Marketing and communication to optimise attendance

·         Budgeting and cash flow projection

·         Risk management

·         Payment management (expenses and revenue)

We manage all aspects of the project including the implementation of the strategic issues identified above.

Operational Management

At an operational level TACSA provides services such as:

·Venue management

·Supplier management

·Delegate registrations

·Abstract/scientific paper management

·Exhibitor management

·IT and conference website

·Safety and security services

·Speaker management

·Media co-ordination and media centre management

·Document production – call for abstracts, programme, posters etc

·Accommodation, travel and tours

Event management

Planning and management of events are done through a process of risk analysis, determination and setting of policies, financial-, project-, human resources planning and management and the appointment and management of ancillary service or outsourced suppliers.

Operations are managed according to activities, cost in a master budget, linked to people and/or service provider companies in a comprehensive project management structure with set time-frames. These activities are meticulously managed through identified deliverables and milestone achievements in the project management system.

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Operational services

TACSA’ s co-ordination services include, but are not restricted to the following:

·Attend/receive client briefing and profiling the event

·Determine/anticipate service requirements

·Preparing a quotation and service agreement

·Develop and management of the project document with critical paths/milestones

·Develop HR and reporting structure

·Draft expense and revenue budget, determine break event and minimum registration numbers

·Determine financial & operational risk

·Set revenue targets

·Develop the programme together with the client

·Prepare programme outline

·Set final programme

·Conference theme and sub-themes to be developed by client

·Presenter Liaison (presenters selected & content brief by client)

·Receive abbreviated CVs

·Receive presentations

·Draft detailed order of proceedings

·On-site speaker assistance

Auxiliary service provider adjudication, contracting and briefing (cost of these outsourced services is excluded from the management fee and is carried on the conference budget for payment by client to subcontractor/s directly):

o    Venue (including site visit with client)

o    Room allocation (plenary, parallel/breakaway, exhibition, lunch, cocktail, registration area, organisers’ office, presenter preparatory/lounge, etc.)

o    Set-up requirements

o    Banqueting (menu setting for meals, beverages & bar limits and special dietary requirements)

o    Directional signage

o    Disability access

o    Billing/signing authority

o    Function sheets

o    Audiovisual

o    Sound (mixers, amplifiers, microphones & speakers)

o    Lighting (standard, spot & intelligent)

o    Data projectors & screens

o    Equipment for MS PowerPoint displays (laptop with software linked to data projectors and sound system)

·Information technology

o    Conference website/webpage development

o    On-line registration form / On-line presenter paper submission

o    Computers (on-site registration)

o    Bulk e-mails

o    Computers for on-site registrations

o    Production of CD-Rom report with presentations

o    Photography and video recordings

·Graphic designers

o    Conference logo

o    Conference/corporate identity for printing and electronic use

o    Conference programme book

o    ID tags

o    Master slide

o    Proof reading of documents


o    First & Second announcements

o    ID tags

o    Banners

o    Directional signage

o    Delegate lists

o    Conference assessment forms

o    ID Pockets and Lanyards (colour coded to registration category)


o    Special event security personnel for access control & disaster management

o    Static security (overnight) for exhibition and equipment


o    Delegate bags/folders

o    Presenter gifts

o    Delegate handouts

o    Trophies/plaques

o    ID Pockets and lanyards

·Destination management

o    Accommodation – negotiations for room rates and complimentary rooms at net rates

o    Transfers from airport/hotel/conference venue

o    Flight reservations (appointment of travel agent)


o    TACSA has the ability and experience to organise and manage exhibitions at conferences. To develop floor plans (to scale), draft exhibitors briefing documentation and co-ordinate exhibition set-up. For larger exhibitions, 50+ stands, TACSA works closely with a dedicated exhibition management company to ensure the success of this activity.


o    Custom stages, props & draping can be done on request by the client.TACSA to liaise with provider for set-up instructions and the brief.


o    Entertainment can be arranged for the opening of the event and for special functions.TACSA to liaise with agent/provider on client requirements

·Marketing & Communication

o    Co-ordination with public relations company to develop marketing and communication strategies, the roll-out of these strategies and actions

o    Media co-ordination

·On-site personnel

o    On-site registration officers. One manager is required and one registration officer per 50 delegates minimum for rapid on-site registration / accreditation processing (if registration/accreditation is done an hour before event commencement)

o    On days where on-site Registration/accreditation is not required, one person per 100 delegates will remain to serve as hostess/es.

·Auditing of bank account

o    TACSAcan open a dedicated bank account for all deposits and conference expenses. We can process credit card transactions and produce statements as required. This account will be audited by an independent auditing firm on closure of the event.

·Participant Management

o    Setting up of database

o    Design registration form

o    Design invoice

o    Draft confirmation letters

o    Receive on-line and faxed registration applications

o    Capture demographic information of delegates

o    Register delegates according to pre-set criteria

o    Produce invoices

o    Disseminate invoices with payment advice (postage charges for the account of the client)

o    Reconcile database with payment received in conference bank account

o    Process credit card payments (at a cost of 5% of the transaction amount for the client’s account – fee set by bank)

o    Disseminate registration confirmations

o    Produce reports

o    Full event status

o    Registrations in various categories

o    Delegate lists

o    Debtors & Creditors

o    Dietary requirements

o    Print on-site registration envelopes

o    Print duplicate invoices/statements for registration envelopes

o    Bulk reminder e-mail to delegates (can advise of latest information, road works etc.)

o    Final delegate list

o    Conference evaluation

o    Processing conference assessment forms and producing report

Keywords: Accommodation, Cargo Trucking, Corporate Brand Identity, Facility Management, HoneyComb Model and Casting Agency, Information Technology And Communications, LAFRIK Haute Couture ( LAILA - The Brand), Marketing And Promotions, Mineral Resources Management, Temporary Staff Placements, Total Event Management Solutions, Transport: Passenger Buses, travel and tours,

Contact TechnologiesArtsCommunicationsSouthAfrica


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