Event management

Your Event Manager and Event Coordinator will take charge of organising the entire event, leaving no detail overlooked. From pre-event marketing to post-event follow-up, we’ve got you covered. We work closely with the organising committee to establish a well-structured meeting schedule, actively participate in committee meetings, and efficiently manage all aspects of the event planning process.

Our team will prepare detailed agendas, provide regular work-in-progress updates, and meticulously document all decisions and strategies agreed upon by the organising committee. With a wealth of experience in conference and business event management, we also offer valuable strategic advice and support to ensure your event achieves its objectives.

Expert Events’ experience in managing budgets is pivotal to producing a high-quality, cost-effective event. We have managed conferences and business events with budgets of over one million dollars.

We will begin by preparing a realistic and all-inclusive budget forecast for your review. Your budget will facilitate the recording and updating of figures, providing you with an accurate financial snapshot at any given point.

All income generated through registration fees will be banked into the dedicated account and all invoices forwarded for approval and payment instructions. Bank statements will be reconciled monthly, and all figures will be updated in the budget actuals.

Expert Events will source a suitable venue in conjunction with committee members and will review the venue contract and manage all ongoing communication with the appointed venue. We will ensure all contractual obligations are adhered to, including the deposit payment schedule and the release policy on unused space.

Having successfully managed many conferences at venues all over Australia, New Zealand and around the world, our team is experienced in liaising with venues on all conference logistics. We will work closely with the venue to ensure that plans are in place to achieve a smooth-running and successful conference.

To ensure a successful conference, a seamless registration process is of utmost importance. At Expert Events, we specialise in designing personalised online registration portal pages using the top-tier global event management software, EventsAIR. These portals are integrated within the conference website, offering a user-friendly experience to attendees.

With the flexibility to access the registration site from smartphones, tablets, or personal computers, attendees can conveniently register for the event. Our system provides continuous, real-time updates of data and inventory from online registrations, ensuring accurate and up-to-date registration statistics at all times. This allows for efficient planning and management of the conference, providing you with valuable insights into attendee numbers and preferences.

Expert Events will oversee the conference program using the EventsAir platform. This includes handling the call for abstracts, speaker selection, program development, and conference proceedings. An online abstract submission form will be available for uploading abstracts, selecting topics/themes, indicating presentation preferences (oral or poster), allowing access for multiple authors, and facilitating online reviewing and scoring. The sophisticated software allows for efficient allocation of sessions, as well as providing detailed information on speakers’ biographies and session chairs.

Expert Events believes in a collaborative approach for the successful management of sponsorship. Our role is to support you to maximise and increase sponsorship sales; therefore, we do not charge any additional fees or commissions on sponsorship revenue secured.

Working closely with the conference organising committee, our team will create a captivating sponsorship prospectus that is specifically tailored to your target audience, highlighting the unique benefits and opportunities available. To reach potential sponsors and exhibitors, we will distribute the prospectus to your sponsorship and exhibitor database. Alongside this, we will handle all administrative and contractual obligations involved, providing comprehensive support throughout the process.

Expert Events understands the importance of providing a diverse range of accommodation options for conference delegates. With our expertise in accommodation management, we aim to provide delegates with a seamless experience in accessing a variety of accommodation styles and budgets.

To ensure convenience and cost-effectiveness, we offer the following services:

• Recommending suitable hotels based on your specific requirements.
• Negotiating the best possible rates on your behalf.
• Making block bookings at these properties to secure availability for conference delegates.
• Facilitating all accommodation bookings and handling the finalisation of payments for any conference-paid accommodation.

With our expertise in event planning and management, we ensure that all social events are organised seamlessly. From venue research and selection to coordinating entertainment and transportation, we take care of every detail. Our goal is to create memorable experiences for attendees, leaving a lasting impression of your event.

Expert Events will work closely with the conference organising committee to handle the logistics of social events, tours, and additional events for the accompanying persons program. Our range of services includes managing entertainment, theming, transport, and menus to create exceptional experiences.

We understand the importance of high-quality catering in ensuring the success of an event. Our team will collaborate with you to curate the best possible food and beverage selection that aligns with your allocated budget.