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The following are items to consider when organising a conference:
- Co-ordinating all conference events and handling administration throughout including administration regarding speakers, session chairs, delegates and exhibitors
- The handling of the registration desk during the conference and workshops. (Multiple registration desks should be used and clear and comprehensive signage provided)
- Conference and workshop venues including breakaway rooms. Room set up according to specifications and conference equipment
- Administrative services like telephone, photocopiers and fax machines are available
- Designing the conference programme designed and print
- Creating name tags for delegates, speakers, chairs, exhibitors, committee members, etc.
- Sourcing and packing of conference bags
- Management of sponsorships and promotional material and the compilation of a sponsor list
- Arranging adequate conference parking
- Planning and managing the exhibition. This will include:
- getting quotations for exhibition shells and arranging the set up of the exhibitor stands
- liaising with exhibitors and handling all correspondence with exhibitors
- facilitating exhibitor requests and requirements
- arranging Internet access in cubicles as needed (to be paid by exhibitors)
- clearing all vendor/exhibitor/sponsor promotional material through Customs
- running the exhibition during the event
- managing the break up of the stands after the conference
- maintaining an exhibitor spreadsheet
- Sourcing and wrapping gifts to speakers, sponsors, etc.
- Organising a social event / evening function (incl seating plans and place cards, if required)
- Providing flower arrangements as specified
- General crisis management during the conference and workshops
Other areas of management required for a conference:
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