The logistical operations for any event can be divided into activities prior to the event, on-site at the event, and following the event.
Pre-Event Operations
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Determine event venue requirements with client and source appropriate venue, undertaking site inspections as required |
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Negotiate contract with venue and with additional hotels and restaurants for accommodation requirements, event dinners and functions |
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Ensure contracts contain favourable terms regarding meeting room, accommodation and catering charges, ensuring acceptable business, payment and cancellation terms are agreed |
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Create and manage an event schedule, including all logistics milestones, ensuring all parties meet required deadlines |
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Manage venues, providing detailed specifications in terms of meeting room set up, food and beverage and entertainment. Set up a pre-event meeting with the venue to ensure smooth running of the event |
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Review hotel menus, selecting appropriate food and beverage options for breakfasts, breaks, lunches, receptions and conference dinners |
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Source appropriate vendors for audio-visual and technical support on site, simultaneous translators, producers of event materials, badges, bags etc... |
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Manage travel and transportation of speakers and delegates as required |
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Set up onsite registration area for arrival and check-in of delegates |
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Produce and decorate venue with appropriate corporate branding and signage |
On-site Management
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Assign EMS staff to registration, meeting room management, food & beverage and technical support activities |
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Manage conference speakers, production/AV company, hotel and delegates to ensure flawless execution and a first rate delegate experience |
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Manage food & beverage numbers effectively to provide a high quality, while gaining value for money and minimizing wastage |
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Register all delegates, providing badge, welcome kit and conference documentation |
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Act as a ‘delegate help desk’ for all attendees requiring assistance in terms of travel and hotel arrangements and ad hoc requests |
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Processing onsite registration payments as required |
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Supporting all event sponsors and exhibitors to ensure they have a valuable experience |
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Facilitate networking between speakers, delegates, VIPs and the conference hosts |
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Manage any off-site dinners, functions or entertainment including travel to and from venues |
Post Event Management
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Summarize all onsite delegate evaluation forms distributed on site |
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Produce a post-conference report and conduct an event review meeting with the conference hosts |
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Reconcile all revenue associated with the event and all final supplier invoices, producing a final P&L for the event |
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