1. Information Management
• Administration, print production, event databases
• Distribution of promotional materials
• Visitor/guest enquiries by phone, fax, e-mail and letter
• Co-ordination of event committees, chairing and briefing
• Producing and distributing minutes and special reports
• Delegate registration

2. Venue and Accommodation Management
• Source, negotiate, recommend, book and manage venue(s)
• Liase with and manage all services related to the venue including transport and catering
• Manage technical support services including in-house and external audio visual signage and staging services
• Organise hotel bookings and confirmations
• Event scheduling and rehearsal
• Brief all venue management and front of house staff

3. Financial Controls
• Prepare detailed event budget and cash flow projections
• Set up bank accounts
• Receive registration fees, finalise invoices and pay suppliers
• Maintain full record of accounts
• Monitor and update budget, liasing closely with the client throughout the project
• Prepare, monitor and report on interim budgets
• Presentation of final financial report

4. Press & Media Campaigns
• Develop, write and manage small to major sponsorship strategies
• Create and manage marketing materials, publicity, press and media campaigns
• Commission the design and distribution of publicity materials including flyers, publicity programmes, posters and direct mail campaigns
• Commission, arrange and confirm print advertising
• Provide a quick-response number for all enquiries
• Write and distribute press releases
• Collate press, delegate and VIP packs

5. Speakers, Presenters and VIP Guests
• Commission and fully brief speakers on presentation
• Pre-event liaisons with speakers on all aspects of their roles and post-event feedback
• Organise all travel, accommodation, audio visual, dietary and other VIP requirements
• Co-ordinate additional and varied VIP excursions

6. Programmes, Papers and Abstracts
• Commission, collate, print and distribute abstracts or conference papers
• Copyright, edit and proof read documentation where appropriate
• Liaise with printers on print, quantities and delivery
• Manage pre and post event distribution

7. Services and Contractors
Recommend, interview, appoint and manage designers, printers and other suppliers for:
• Stationery, flyers, posters and banners
• Point of sale marketing, displays and signage
• Programmes, brochures and invitations
• Exhibition panels, display systems, store rooms, lounge areas
• Conference papers, maps and CDs

Recommend, negotiate, appoint, brief and manage all other services, for example:
• Design agencies
• Exhibition design and build
• Event stylist
• Audio visual services
• Transport co-ordination (air, sea and land)
• Legal and insurance obligations

8. Social Programme & Creative Styling
• Develop a creative social programme
• Arrange hospitality for VIP guests, speakers and sponsors
• Advise on the selection and presentation of gifts, honorarium and awards
• Organise a delegate guests programme
• Stage and theme the venue

9. Exhibitions
• Curate and project manage the production of exhibitions
• Co-ordinate exhibitors, designers, production, construction and breakdown of exhibitions
• Organise transport of exhibits and exhibition structures to and from venue
• On site supervision during construction and breakdown stages
• Manage site health and safety maintenance checks
• Manage all administrative, contractual, insurance issues and risk assessment plans

10. Show Production
• Conceptualise and design presentation show
• Produce and manage show music production, sound, light and stage design
• Video and film editing
• Show direction
• Stage management

11. Catering
• Prepare catering budget
• Prepare cash flow
• Negotiate all food and associated costs
• Design and finalise menus
• Book all catering
• Organise food tastings
• Choose wines and beverages

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