Conference Services

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A detailed list of our conference services follows. These services can be tailored to meet your needs.

Abstract management

  • call for papers
  • manage responses, collect and collate abstracts
  • compile abstract schedule
  • submit abstracts for scientific committee review
  • accept abstracts for poster or oral presentation or reject abstracts not acceptable

Accommodation bookings

  • source and manage accommodation that suits the needs of your conference
  • negotiate guaranteed rates and preferential terms
  • manage group bookings
  • identify suitable accommodation with a range of prices and standards
  • prepare accommodation booking forms
  • manage payments, changes and special requirements
  • arrange room drops

Audio visual management

  • arranging all audio visual, technical and translation support with up to date technology
  • brief and contract technical suppliers
  • arrange video conferencing, audio and/or video recording
  • provide speaker audio visual support / speaker preparation room
  • arrange DVDs of proceedings

Bid preparation

  • bring the conference to your city with our help
  • if your local association would like to host an international conference let us help you with the bid process
  • liaise with the Convention Bureau to secure preferred dates and venue and high level endorsements
  • assist with the development of the budget and conceptualisation of the conference
  • develop and collate bid document content and imagery
  • coordinate design, printing and shipping of bid documents

Catering arrangements

  • identify suppliers
  • negotiate prices and menu and drinks selection
  • liaise with caterers regarding dietary requirements

Exhibition management

  • development of exhibitions to serve the trade associated with your conference
  • design, develop and manage a conference related exhibition
  • develop exhibition plan, layout and company booking forms
  • contract and coordinate all exhibition related suppliers
  • stand reservations and confirmations
  • manage onsite exhibition build up, staffing, security and breakdown
  • registration of exhibitor staff members

Entertainment

  • highlight your social functions with unique entertainment

Field trips

  • pre or post conference tours related to the conference topics

Financial management and budgeting

  • budget management, banking and all conference finances
  • assist with creating a detailed budget of estimated income and expenditure
  • manage and maintain budget
  • set up independent bank account, reconcile and manage banking charges and VAT
  • process purchases as approved by the organising committee
  • process all accounts and manage cash flow
  • prepare final financial statements post conference

Logistic planning

  • we handle all conference logistics to ensure that the conference runs smoothly
  • provide advance scheduling and coordination of room configuration, technical equipment, catering, transport, parking, social programme and tours
  • develop transport plan – airport/venue/hotels
  • arrange for services to meet the needs of those with special requirements
  • arrange security services
  • arrange for VIP services
  • design and produce directional signs/name plates
  • arrange poster boards and administer poster sessions
  • arrange for academic credit or continuing professional development (CPD)

Media liaison

  • inform press, develop media kits, accredit journalists

On site management

  • complete on site logistical and programme management during the conference
  • manage registration desk and staff
  • manage help/information and travel desks
  • manage venue, catering all 3rd party suppliers and other service providers
  • manage sponsor and exhibitor needs
  • manage speakers, presenters, chairs, entertainers, AV staff to ensure that the programme runs smoothly and on time
  • communicate housekeeping messages or other announcements to chairs
  • manage speaker table/name plates, any room configuration changes and roving microphone needs
  • coordinate all VIP security and protocol needs
  • manage VIP, meeting, holding and speaker preparation rooms
  • prepare and breakdown all conference and exhibition areas
  • review and approve daily charges and accounts

Post conference

  • distribute evaluation forms to encourage learning and determine if objectives have been met
  • design, distribute and collect evaluation forms from delegates, speakers, etc
  • thank you letters to speakers, sponsors, etc
  • assist in scheduling follow up conferences

Pre conference planning

  • plan timelines
  • drive and manage the planning process
  • hold regular meetings with the organising committee, compile minutes and action lists with regular progress reports
  • identify and vet a full range of required 3rd party suppliers (AV, catering, transport, gifts, registration material, etc)
  • address future rate increases, exchange rate fluctuations, etc
  • reduce your liability as much as possible
  • coordinate electronic mailing services including data base preparation and mass mailings

Printing (announcements/programmes)

  • collect, collate, design all documentation
  • coordinate design and production of marking materials including first and second announcements, call for abstracts, registration and accommodation booking forms, brochures, flyers, banners, programmes, abstract books, evaluation forms
  • ensure quality publications delivered on time

Registration service

  • efficient staff will handle your pre conference and on site registration
  • host and operate the conference secretariat for registration and all enquiries with dedicated phone and email
  • design and produce a fax back (or email) conference registration form
  • develop and produce online registration form
  • manage and administer a bursary process, including provision for visa assistance and travel arrangements
  • receive and process registration forms and payments online/fax/mail/email
  • administer accommodation bookings
  • register participants for social functions
  • prepare and send confirmations and invoices to all registered delegates
  • capture and track all delegate information
  • provide registration reports at regular intervals
  • prepare and print customised name badges
  • prepare and print delegate lists and optional event lists
  • provide onsite registration and manage registration staff

Social functions (receptions, dinners)

  • we’ll design vibrant social programmes to enhance your conference
  • design and manage welcome receptions, registration cocktail parties, dinners, theme evenings, excursions, cultural events and more

Speaker management

  • invite, follow up and confirm speakers – arrange travel, accommodation and airport transfers
  • arrange gifts

Sponsorship liaison

  • assist local organising committee with sponsorship, arrange sponsored special events

Tours (pre/post/daily)

  • coordinate pre and post conference tours, as well as day tours for individuals or groups
  • develop all inclusive conference packages including flights, transport, accommodation, registration fees, safari, spa etc

Transport

  • management of transport to and from the airport and between hotels and venue as well as social function transfers

Venue selection and evaluation

  • we match your specific conference needs with venues that can best meet those needs
  • conduct site inspections of proposed hotels and venues
  • consult on room configuration and optimisation

Website design and management

  • develop, maintain and update a conference website including on line registration, event bookings and other online requirements
Onscreen Conferences & Events, 604 Premier Centre, 451 Main Road, Observatory, 7925, Cape Town, South Africa