Ph 09 444 0783

Conferences

Looking to get value for money at conference?

Speak to us about our professional conference management services

Conference management can be a lot of fun. However, as much time, effort and money is required, it’s important you get value for money and achieve your objectives.

You may have some of these concerns when organising a conference:

  • Will you get value for money and stay within budget?
  • Will you meet your objectives?
  • How can you ensure that everything runs to schedule?
  • How do you manage behaviour, particularly if alcohol is involved?

As conference managers we relish the opportunity to make a difference and help you achieve your conference goals.

Our conference management service enables you to focus on what you should: content and relationships. Our staff will provide a link between you and the venue, by negotiating rates, selecting menus and ensuring activities run smoothly and on schedule.

Other services include:

  • Making travel arrangements for delegates
  • Creating, printing and distributing conference publications
  • Arranging an itinerary of events that may include guest speakers, entertainers, day trips and team-building activities.
  • Implementing creative themes and conference concepts
  • Financial management of the event: working to budget, paying suppliers, invoicing and delivery of progress reports
  • Providing friendly and professional staff
  • Partner programmes for accompanying partners so that their stay is also rewarding and memorable.

 

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Value for money

We understand that business is tough, so you must get value for money. Tell us your budget and we’ll work within it. Having been in this industry since 2003, we’ve learned to avoid the traps that can really blow a budget. We have also developed strong relationships with our suppliers; this enables us to receive highly competitive prices in areas like transport, accommodation and audio visual.

Meeting conference objectives

There are many reasons for holding a conference: to educate, to network, to build morale or, perhaps, to incentivise employees or customers.

Whatever the reason, if delegates don’t take things seriously, you could be wasting a lot of money and effort.

We’ve learned that no two businesses are the same and, for this reason, we design conferences to match your organisation’s people and culture.

We will ask: What do you hope to achieve? Who will be attending? What have you done in the past? What worked previously and what didn’t?

We have managed hundreds of events over the years and learned from every one. All our conferences are different and created to support your company brand and culture — it’s not an off-the-shelf service.

Our extensive experience in the team-building industry (click team-building company for more information) has given us a sound understanding of what people from different cultures and backgrounds will respond to; we apply this when suggesting themes and venues.

Themed conferences

Nobody wants their delegates to suffer “death by PowerPoint.” At conference, there is often a lot of dry information to absorb, so lightening up the atmosphere can be beneficial; a theme is often a good way to achieve this. For example, we once managed a conference dubbed Back to School. Delegates were grouped into houses rather than groups, seated in a classroom environment and scolded by an actress playing a school headmistress if they were caught not paying attention — all in good fun, of course!

Running to schedule

Time is usually tight at conference. At the end of the day, if all runs to schedule, delegates may only have an hour to change and get ready for dinner.

It is our job to make sure your conference runs smoothly. We will manage your technology, like laptops and PowerPoint presentations, and select and liaise with suppliers to ensure the best value and best result.

Detailed run sheets are what keeps the show on track (yes, your conference is like a show to us) The preparation of run sheets is crucial to work for the smooth transition of speakers, activities, offsite dinners etc. Our attention to this detail is what enables you to do what you do best – manage your people, build relationships etc.

Managing behaviour

Most of us have funny anecdotes of colleagues who drank too much and played up at conference. Though they might be a source of amusement, it’s not a good look in front of clients. As conference managers, there are steps we take, during the social parts of a conference, to ensure things don’t get out of hand.

Here are a couple of tips:

Make sure people have regular food while drinking: tapas and roving-tray food might be a good idea.

Have activities; ideally something physical at some stage during the day and after dinner activities to keep them busy in the evening.

Call us now – (09) 444 0783

So do you have a conference coming up? To ensure that you achieve your objectives and get value for money, call us now. We welcome your call.

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