• Liaising with our customers to ascertain their precise event requirements;
• Researching destinations or markets to identify opportunities for events;
• Producing detailed proposals for events (e.g. venues, hotels, program, suppliers, legal obligations, staffing, budgets and timelines);
• Assisting our customers to put together and managing a budget;
• Securing and booking a suitable convention or exhibition centre, dinner venues and hotels;
• Ensuring legal, health, insurance and safety obligations are adhered to;
• Coordinating venue or hotel management, caterers, stand designers, contractors and multimedia equipment hire;
• Organizing facilities for coaches or car parking, traffic control, security, first aid, hospitality and the media;
• Identifying and securing speakers, special guests, artists or interpreters;
• Planning conference or exhibition room layouts and the entertainment programme, scheduling conference or workshops;
• Coordinating staffing requirements and staff briefings;
• Selling sponsorship, booth or exhibition space to potential exhibitors/partners;
• Preparing delegate packs and papers;
• Liaising with our customers to promote the event and managing publicity;
• Liaising with our customers and designers to create a brand for the event and organizing the production of posters, catalogues, sales brochures, billboard/baliho, and advertisement;
• Designing a system of registration of delegates for the event, and assisting our customers in the registration of delegates prior and during the actual event; assisting our customers in conceptualizing and maintaining the conference or event website to facilitate on-line registration.
• Managing registration and travel bookings or reservations for all delegates/participants, and liaise with venue or hotel on arrival and departure dates;
• Coordinating suppliers, handling customers queries and troubleshooting on the day of the event to ensure that all runs smoothly;
• Organizing and coordinating transport requirements for airport transfer services, the main venue and hotels or social venues transfer services or for field trips or spouse programs.
• Arranging simultaneous interpretation and linked equipment work with venue and suppliers;
• Liaising with our customers to run the entire event or site supervision to ensure it fulfils international quality standards or increase the value of the events.
• Overseeing the dismantling and removal of the event and clearing the venue efficiently;
• Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).