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Conference and Event Management |
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You can be assured of a seamless flow of your conference by assessing our professional conference organisers' functions which include: |
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Our highly developed quality assurance mechanisms combined with the use of detailed timelines of tasks and attention to details ensure we operate to deadlines; budget forecast accurately and control quality at every step. Experience and volume ensure our purchasing power is high and allows us to negotiate competitive prices for venue hire, printing and audiovisual. Clients include Local Government Authorities, Economic Development Agencies, Industry Bodies, Non-Government and Non-For-Profit Organisations from across Australia.
Management Solutions (Qld) offers key services in conference and event managment including:
Program Design Structures and Time Frames
With the assistance of your Conference Organising Committee, Management Solutions (Qld) will identify conference program, theme and action agendas and design a program that include plenary, concurrent and workshop sessions.
Speaker Identification, Invitation and Liaison
In conjunction with the Conference Organising Committee, Management Solutions (Qld) identifies, sources, invites, confirms and liaises with appropriate speakers including contracted arrangements such as travel, accommodation and meals.
Database Development and Maintenance
Management Solutions (Qld) has significant content specific databases available for the promotion and marketing conferences hard copy and electronic. MSQ has the capacity to generate further tailored databases to manage mass distributions.
Venue Selection, Contracting and Liaison
Management Solutions (Qld) will:
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Source and liaison with venue options
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Develop tender specifications
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Obtain multiple tenders
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Conduct cost benefit analysis of tenders
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Draft and negotiate contract
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Undertake all liaison with venue
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Confirm and manage contractual obligation
Accommodation
Management Solutions (Qld) will:
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Source and liaison with accommodation options
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Develop tender specifications
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Obtain multiple tenders
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Conduct cost benefit analysis of tenders
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Draft and negotiate contract
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Undertake all liaison with accommodation venue
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Confirm and manage contractual obligation
Technical and Audio Visual Management and Coordination
On instruction from the Conference Organising Committee, Management Solutions (Qld) will liaise with the relevant technical suppliers to arrange appropriate levels of audio visual equipment and technical support for the duration of the conference. MSQ can arrange and oversee all associated contracted obligations.
Project Management and Administration
The PCO for your conference will be a member of the Conference Organising Committee and will provide the secretarial services to the committee. Management Solutions (Qld) is widely respected for its outstanding Project Management and Conference Administration. We have Quality Assurance Systems in place as well as an established project management strategies including critical pathways to ensure planned schedules and critical deadlines are met.
Website Design
Management Solutions (Qld) can provide an up-to-date website containing full details of the program, sponsors, registration, testimonials and proceedings. Secure online bookings can be made on the website. URL links to appropriate websites are also available.
Publications and Promotional Strategies
MSQ will develop and implement a comprehensive marketing plan for your event including the design, development and production of print collateral items such as a full colour brochure outlining workshops, theme, registration and sponsors; a final conference brochure containing the complete program, registration options; a final conference program containing paper abstract, editorial and advertising. Media releases are also prepared and disseminated by MSQ. Our conferences create significant media coverage. A media plan can be developed including planned staged releases, distributions and media kits. MSQ manages media liaison during the conference. Electronic marketing utilising email databases which may be provided by the Conference Organising Committee, Sponsors and Agencies supportive of the Conference. Electronic marketing activities are carried out periodically throughout the months prior to the event with announcements of key speakers, themes etc. Conference Proceedings are also promoted after the conference to the database. Delegates Kits with appropriate artwork can be sourced and supplied. (Cost of satchels are borne by sponsors).
Post Conference Evaluation
At the conclusion of each conference comprehensive evaluation with all relevant parties in conducted including a questionnaire survey will be provided to delegates seeking comments on all aspects of the program, management, speakers, functions and issues such as value for money, debriefings with the Planning Committee and key sponsors. This material is analysed and a detailed report is prepared and supplied to the sponsors and the Planning Committee within 30 days of the completion of the Conference. The evaluation report examines the overall conduction of the Conference and recommendations for future events.
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