OUR SEVICES

Make Conference Solutions your event solution!

Let Conference Solutions solve your event problem. We will listen to your needs and create a solution that works – for you, your sponsors, and your delegates.

Here’s a handy checklist to help you start thinking about your event. Conference Solutions will ask you these types of questions when you contact us:

Will this event be face to face, virtual or a hybrid?
What do you hope to achieve with your event?
When will the event be held?
Do you have a preferred location and venue?
How many delegates are you expecting?
What is the format for the event – how many plenary sessions and how many concurrent sessions?
What type of marketing and promotional material will be required?
What is your target for sponsorship funding?
Are you having an exhibition or trade show as part of your event?
Do you need a social program for delegates and accompanying partners?
What transportation and accommodation requirements will your delegates have?
What is your event budget?

VIRTUAL AND HYBRID EVENTS

In 2020, COVID-19 changed the face of the events industry overnight. In conjunction with our software provider, we now have the ability to manage the complete online attendee event journey with the flexibility to hold virtual or hybrid events with ease. Anything is possible!

Some of the features of our software, OnAir include:

An easy to use, accessible platform which integrates with your event website, registration site and attendee app
3D mode
Virtual exhibition halls
Multiple networking solutions
Live hosts to run the event
Technology to either run pre-recorded or live, virtual concurrent sessions
Break out rooms and workshops
Live Q&A and live polling options

SPEAKERS & PRESENTERS

Help the client identify appropriate speakers
Liaise with speakers to obtain biographical information, audio visual requirements, travel and accommodation needs, and conference papers
Prepare briefing notes for chairs and masters of ceremonies
Arrange for a preparation room for speakers at the venue
Provide on site assistance as required

PLANNING SCHEDUAL

Prepare and maintain planning schedule to meet client objectives
Assign responsibilities between Conference Solutions and client organising committee
Monitor critical deadlines, liaising continually with client
Prepare detailed running sheets for client, venue staff, officials, stage manager, and technicians

SOCIAL PROGRAM

Research suitable social activities and venues in consultation with client
Recommend an innovative and interesting schedule of activities to match client needs and preferences·
Brief caterers, manage entertainment and theming
Coordinate all activities with particular attention to dietary and protocol requirements
Develop optional social programs for partners while delegates are in session

VENUE

Research, compare and recommend an appropriate venue (prepare a venue report for client)Negotiate best venue hire ratesArrange site inspection for client
Review and confirm contract, deposit schedules and booking in writing
Liaise directly with venue banquet manager to select menu and agree on service standards
Arrange function and meeting room layouts and infrastructure
Order and arrange delivery of secretariat and media support equipment
Research and recommend appropriate audio visual and staging contractors to be responsible for all technical requirements
Liaise with contractors to ensure service excellence
Arrange tapings of proceedings and interpretation services if necessary
Organise placement of signage and promotional materials on site

SPONSORSHIP

Develop ideas for sponsorship and advise on suitable sponsorship packages
Administer financial arrangements with secured sponsors
Meet sponsors’ needs and requirements leading up to, and during, the event
Maximise sponsors’ exposure to target audience through quality promotional material, appropriate acknowledgments, and signage
Arrange travel and accommodation for sponsors as appropriate

ADVERTISING & PROMOTION

Develop a public relations strategy in consultation with client to attract delegates and media
Undertake direct mail to target audiences
Advertise in selected print media
Seek complimentary advertising in peer newsletters and magazines
Develop a conference web site with links to online registration facility

TRADE DISPLAYS & EXHIBITIONS

Determine exhibition format in consultation with the client
Appoint an exhibition contractor
Liaise with contractor on floor plan design and shell scheme display system
Prepare budget, promotional brochure and application form for potential exhibitors
Help market the exhibition
Allocate stands on application from exhibitors
Prepare contract and information kitBook accommodation
Prepare name badges
Prepare exhibitor newsletter and evaluation form
Arrange on site security and storage
Manage the exhibition throughout the event

POSTER PRESENTATIONS

Manage poster presentation display
Develop appropriate floor plan
Liaise with contractors regarding poster board hire and build-up, and position of lighting and signage
Develop timetable for poster presentation sessions
Provide poster presenters with guidelines for effective poster presentations

ARTWORK & PRINTING

Coordinate graphic design and production of all artwork and promotional materials to client specifications (letterhead, envelopes, notices, brochures, programs, proceedings, tickets, name badges, banners and signage)
Source printer and coordinate print jobs for on time delivery