Event management

Southcoast conferences provide a comprehensive range of event management and delegate services. From tactical operational on the day ‘extra pair of hands’ to bespoke event planning with dedicated branded webpages, personalised delegate itinerary’s and strategic planning.

For ease, there is a recommended standard event management service aimed to take all the ‘back of house’ management enabling the organiser to concentrate and focus on the critical delivery, networking and optimisation from the event.

After which there is a ‘shopping list’ of further tailored event management services to your budget, circumstance, event complexities and time constraints.

Standard event management service

Includes:

A dedicated event co-orindator onsite to help with venue liaison, checking and welcome. They will work seamlessly with your team and ensure the smooth running.
Southcoast Event Management allows for one per 50 delegates team member to host a reception welcome desk for the entirety of your event. To support with VIP welcomes, delegate queries, allocating name badges and communication point for suppliers (and to handle all those niggles yet time consuming queries).
On receipt of delegate’s information in Excel format the team will produce delegate name badges and deliver to the venue on the morning of the event.
Prior to arrival the team will check the AV is working, load (provided) presentations and running prior to the delegates arrival. Ensuring the key speakers are appraised of room controls. Ensure WIFI/internet connections required are working, necessary access codes attained, signage is in place, security and porters teams appraised.
Liaise with catering to ensure exactly what is ordered is delivered and displayed as required at the appropriate time, liaising with the hospitality team any delays or changes to the agreed timings.
Ensure the room is set up with the marketing material required including laying out delegate packs and organisers health and safety briefing.
Check that the organiser has the required insurances in place to host an event.

Tailored event management service

Each of these can be chosen as individual components or packaged as required and aim to provide flexibility to suit requirement and budget. We appreciate you may have internal resource to accommodate some but this provides an option to ‘buy in’ additional resources as required:

Pre event

Destination support in pre bid
Pre-event help line Mon – Fri for delegate queries
Create bespoke website pages to market your event from initial call for papers to full delegate networking forums, guest speak biography’s, seminar bookings to complex pricing tariffs

Event organisation

Venue liaison (on or off site) from initial selection to function sheet management
Supplier liaison and selection support including a plethora of the customary services such as photographers and florists to entertainment suggestions or partner itineraries.
Emergency contingency planning and H&S compliance event checks
Reporting options and ability to download into Excel

Enhanced Delegate services

Applying the webpages to optimise on the (fast growing)demand for pre event delegate networking and social media connectivity
Logistical planning including transport, accommodation, social programs and VIP meet and greet
Payment and budget management using specialist event management software to monitor payments, costs and viability

Optimising revenue opportunities

Sponsorship support and liaison including online presence and promotion or online award submissions
Integrated webpage to review (using Google Analystics0 to track visitors, conversions and overall website activity

Measuring the success of an event

Measuring the effectiveness, value or success of any event is often at most difficult at times impossible. SouthCoast conference offer impartial post event delegate evaluation service. Securing qualitative and quantitative delegate perceptions.

Fees are normally based on a minimum charge and a rate per delegate.