What we can offer:
Initial Planning
- Discussion of overall event aim and objectives
- Liaison with client regarding the co-ordination and design of the event programme
- Preparation of organisational timetables
- Conference topic research – to identify key issues, latest developments, expert speakers etc
Venue & Supplier Sourcing
- Sourcing and selection of venue(s)
- Arrange venue site visits
- Liaison with venue, caterers, signage contractors, and audio visual supplier
- Supplier contract negotiation
Accommodation
Negotiation of preferential rates & payment schedules with venue or nearby accommodation provider
Speaker Liaison
- Identify and invite speakers
- Speaker briefing in advance
- Speaker liaison at the event
Event Marketing
- Establish a targeted mailing list using the Medilink database and distribution channels such as UKTI, KTNs, ABHI etc
- Co-ordination, design and dissemination of delegate invites and event announcements
- Targeted publicity campaigns (direct mail, advertising & PR campaign, e-marketing campaign, internet, publicity at related events)
- Set up of a dedicated event webpage for event promotion and delegate booking
Sponsors/Table Top Exhibitors
- Identify and approach potential sponsors and exhibitors
- Delivering sponsorship benefits package
- Preparing table top exhibitor lists and supervision on site
Social Events
- Organising of social events such as welcome receptions, conference dinners, company tours and coach transfers
Event Finances
- Preparation of event budget, managing income and generating revenue
- Advising on VAT, insurance, and legal issues
- Preparing final accounts
Delegate Management
- Delegate registration (online and/or traditional methods) and processing delegate payments
- Delegate liaison – email confirmation and venue joining instructions
- Preparing conference materials – including badges, delegate packs, printed programmes, copy of presentations
Onsite Management
- Attendance by events division staff throughout the event for general management of venue personnel, other suppliers, delegates, speakers, VIPs, sponsors and exhibitors
- Management of registration desk – handing out of badges and delegate packs
Post Event Management
- Thank you letters to speakers, sponsors, VIPs
- Collation of delegate feedback
- Distribution of presentations and follow up notes to delegates
- Production of final event budget
- Debriefing with client
Events we have experience in organising
- Conferences, seminars, workshops and breakfast briefings
- Training courses and masterclasses
- Networking events
- Meet the buyer events
- Innovation days
- Awards ceremonies
- Overseas trade missions and exhibitions
- Inward trade missions
