Planning
- Provide professional guidance on theme, objectives, meeting dates in relation to local seasonal and social factors.
Scheduling
- Prepare a critical path plan with significant deadlines and clear responsibility; update as necessary.
Master of Ceremonies
- If required, we can offer the services of professional MC and Presenter Dean Calver to compliment your event. Click onto Testimonials to see some references
Budget/Finance
- Prepare a budget which will be updated as required.
- Assist with the calculations of registration and other fees.
- Confirm all contractors service rates in writing.
- Assist with the set up and maintenance of approved bank accounts at a branch near Motive’s offices, and with cash flow control.
Speakers/VIPs
- Confirm speakers participation once appointed by the committee.
- Liaise with speakers on their presentations, attendance and audio visual requirements.
- Prepare gifts for speakers to receive onsite.
- Advise on any security requirements considered necessary for VIPs.
Venue
- Recommend most suitable venue:
– Meeting room capacity
– Workshop/concurrent rooms available
– Industry/sponsor exhibition capability
– Extra rooms for Committee use, secretarial, audio visual preparation.
Administration
- Recommend and advise on comprehensive insurance cover.
- Liaise with and appoint suppliers for required materials and equipment.
- Provide regular statistical reports and activity lists.
- Process delegate registrations including receipting/recording of registrations on computerised recording system, and all inquiries and correspondence.
- Submit regular progress report of financial situation and registrations.
- Manage accounts: verify and pay accounts and maintain bank accounts if required.
- Obtain conference bags or satchels
- Coordinate all material for insertion in bags or satchels.
- Organise packing and distribution of satchels and associated materials.
Publicity/Promotion
- Coordinate with the web design company, also organise production of the website or link, preliminary brochures, registration documents etc.
- Arrange the production of other miscellaneous print items as required
- Provide the appointed Media Consultant with background material under direction from the Organising Committee.
Delegate Travel/Tours & Accommodation
- Provide suggestions for pre- and post- Conference tours and prepare copy for brochures.
- Coordinate transportation and accommodation reservations for delegates.
- Administer all travel packages together with associated pre/post event touring.
- Arrange local sightseeing or technical tours for delegates or accompanying persons, as required.
- Arrange other coach transfers, as required.
- Obtain event rates and maximum space at hotels surrounding the main venue.
- Secure complimentary rooms provided by hotels based on group accommodation bookings.
- Prepare hotel rooming list reports nominating delegates’ arrival and departure details; room type required and any special individual requests.
Catering
- Suggest suitable menus and beverages in line with the budget, committee’s objectives and to complement other function menus.
- Arrange individual meal requirements (special religion groups, vegetarians etc.)
- Liaise with venue management to ensure correct staffing and high standard of food and service.
- Finalise all charges, room layouts and final numbers for functions.
Sponsor Displays
Advise and coordinate the brochure design for promoting the conference or exhibition to exhibitors/sponsors.
- Assist with the plan of design of the display area in consultation with the Contractor.
- Advise on the striking of exhibit fees if applicable.
- Collate all technical details and draw up conditions of hire for issuance to exhibitors or sponsors.
- Liaise with and coordinate exhibitors and sponsors display requirements.
- Supervise the exhibition and display construction and dismantling.ON-SITE
- Set up a secretariat and information desk at the venue for the duration of the conference.
- Arrange for a senior consultant to be present throughout the event period to supervise staff at the secretariat desk and oversee all arrangements.
- Onsite management of exhibition and sponsors.
- Arrange and manage all audio visual requirements.
- Liaise with banquet staff on catering requirements.
- Oversee transportation and tour departures.
POST CONFERENCE
- Finalise any necessary correspondence.
- Finalise all accounts for payment.
