CONFERENCE MANAGEMENT

Business conferences can be an organisations largest annual expenditure. It is also your opportunity to showcase and shine, so it makes sense to guarantee your conference by engaging experienced support and expertise.

At The Hotel Network, we are committed professionals who can provide an end-to-end solution or choose single elements from The Hotel Network services for a seamless conference.

How we can help

  • Venue Sourcing and Negotiation: Sourcing, negotiations and liaison with the perfect venue in line with your budget, delegate numbers and meeting room requirements
  • Exclusive Conference Website: With our purpose built event technology, we create an exclusive registration website for you to send to your prospective delegates
  • Speaker Abstract Collection and Collation: Connected to your conference website, The Hotel Network provides a painless solution for your abstract selection process
  • Floor planning: We understand the importance of table configurations and floor layout when facilitating an awards night ensuring line-of-site for all guests no matter their position
  • Online Registrations: Our purpose built technology allows for seamless registration for your delegates with effortless reporting features for your organising team
  • Delegate Accommodation Inventory Management: Negotiating discounted conference accommodation rates for your delegates is our specialty and comes at no cost to the organiser
  • Conference Promotion and Collateral design and creation: Whether you have a targeted delegate invitation list or require our marketing expertise to promote to the public, we will work with you to create the required collateral to target your audience
  • Travel and Transportation, Air, Land and Sea: Organisation of speaker,and delegate travel and transfers
  • Financial Reporting and Budget Management Working with your committee to develop a cost effective budget and processing, invoicing, and receipting of monies
  • Entertainment Sourcing and Management:Whether it be an MC, comedy act or top performing acts that you require, we have the contacts and expertise to find the right fit for your event
  • Program Management: Development, printing and coordination of programs for delegates whether it be print based or through a dedicated Smart Phone App
  • Team Building, Activities and Recreational Programs: We can help create manage a pre or post event tour program for your visiting delegates whether it be a tour along the Great Ocean Road or a lunch time cooking lesson on the second day of your conference
  • Accompanying Person Programs: Invite delegates to bring their families with prearranged activities for all ages to enjoy
  • AV and Technical Sourcing and Coordination: We believe the Audio Visual and Technical aspects of a conference can make or break your event. Our strong relationships with national suppliers ensure that contingencies are put in place during the planning stages of your event working with you and your presenters to ensure the seamless running of plenaries and breakout streams
  • Sponsorship and Exhibition management: We understand the importance of gaining sponsorship and exhibitors to help finance your event which is why we work closely with you and your team to identify and target the right organisations to maximise the market-place opportunities for your delegates.
  • Conference Secretariat: Our experienced team of Event Coordinators will be onsite pre, during and post production to ensure a seamless event, immersing themselves into all aspects of the event from registrations and logistical management through to picking up glasses and serving your delegates as required
  • Post Conference Evaluation: Assisting with your post conference evaluations and providing financial and attendance reports

 

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