Conferences, Exhibitions, Workshops, Seminars, Training Courses, Technical Tours, Gala Events – Any size or format of event including livestreaming.
***NEW*** – Revolve Services is able to offer livestreaming and recording for small events
Live stream your event to your company’s Facebook page or via a dedicated link
- Provide an additional income stream from sales of livestream tickets. This has the added benefit of targeting individuals who may not have the funds to attend in person.
- Increase future attendance – there have been several studies that indicate that up to 30% of people who watch a livestream will attend the same event in person the following year.
- Access to content on-demand after an event provides an opportunity to generate additional revenue
- Provide opportunities for additional sponsorship revenue from events
- Access to events for individuals who are unable to travel to attend events – particularly for those who are not based in urban areas where most events are held.
- Increase communication and engagement amongst your stakeholders
- Utilise webcasts for marketing upcoming events
Event Establishment
- Construct an event timeline (Gantt chart) which will encompass all tasks to be accomplished and when they fall due.
- Issue a Call for Technical Committee Members and Program Convenor (if required)
- Prepare an event budget
- Research and recommend a suitable venue for the event
- Survey stakeholders to identify key themes and topics for the industry (if required)
Logistics
- Identify, engage and liaise with required contractors for the event e.g. Audio-Visual Services, Entertainment, Bus Transport
- Liaison with venue, negotiation of contract details and final event orders
- Arrange catering, room setup and AV requirements for conference days, social functions and technical tours
- Arrange necessary signage for conference days and social functions
- Liaison with exhibition shell scheme contractor if required
- Negotiate rates for accommodation blocks at or near the conference venue
Meetings and Reporting
- Schedule regular committee meetings, distribute agendas, minutes and action items
- Provide regular updates on progress towards targets (delegate numbers, registration and sponsorship income)
- Develop and distribute event feedback survey and collate results
- Prepare a post-event report for distribution to sponsors and other relevant stakeholders
Delegates
- Receive and process all registrations
- Respond to delegate enquiries
- Communicate with attendees as required
- Monitor privacy requirements of delegates
- Prepare and distribute pre-arrival information pack for attendees
- Prepare and distribute delegate feedback form
- Create opportunities to encourage take-up of memberships via registration and exhibitor discounts.
- Prepare delegate name badges
Event Program & Technical Committee
- Coordinate the Call for Technical Committee Members and Program Convenor/Chair (if required)
- Coordinate the Call for Papers
- Receive abstracts, submit to the technical committee for review and manage the acknowledgement process by the due date
- Facilitate development of the event program
- Assist with identification of specialist speakers (if required)
- Prepare formal invitation to keynote speakers and financial offer within budget
- Prepare session chair run sheets and brief chairs
Speaker Management
- Provide keynote speakers with a letter of offer outlining what is required of them and the level of financial compensation
- Arrange receipt of paper and presentation, biography and copyright
- Prepare PowerPoint template
- Advise speakers of details regarding time and location of their presentations
- Contact individual speakers to ascertain their AV requirements
- Ensure that PowerPoint presentations are delivered to the AV contractor on time
- Obtain speakers gifts if required
- Coordinate travel, accommodation and financial arrangements for speaker/s if required
Sponsorship
- Develop sponsorship offering
- Arrange signage (banners) as per sponsor benefits package
- Provide contract letter for sponsors
- Prepare PowerPoint template to be used during the sessions with sponsors acknowledgement
- Arrange for sponsor promotional material for conference handbook (if included in package)
- Obtain logos and company profiles
- Source promotional items for sponsorship packages (if required)
- Ensure all benefits within sponsorship packages have been delivered to sponsors
Exhibition
- Identify exhibition contractor, negotiate agreement and develop floor plan
- Provide contract letter for exhibitors
- Liaise between venue and shell scheme builder for exhibitor’s special needs
- Brief exhibitors as required
- Produce and deliver to all exhibitors an exhibition manual
- Ensure all exhibitors have adequate Public Liability insurance
- Monitor compliance of exhibitors to requirements in exhibition manual
- Oversee exhibition move in and bump out
Social Functions
- Source and book venues for social functions
- Produce dinner menus for tables if required
- Liaison with social function sponsors as appropriate
- Source and book entertainment if required
- Arrange for bus transport to technical tour/s and offsite social functions if required
- Prepare running sheets
Technical Tours
- Prepare tour itineraries
- Liaise with tour hosts about timing, attendee numbers, lists and catering
- Book lunch for tour attendees
- Purchase refreshments to take on the bus
- Prepare running sheets for technical tour/s and brief coach captains as required
Publicity / Advertising
- Prepare an advertising plan for the event
- Assist with the development of conference branding/identity (if required)
- Assist with development of a database of potential delegates
- Compose text and collate information for brochures and program
- Proofreading and editing of information provided by speakers, sponsors and other event stakeholders
- Design all printed materials and arrange for printing
- Distribute materials e.g. direct email marketing campaigns etc.
- Book and prepare advertisements for appropriate magazines, email newsletters and other bodies as appropriate
- Build and maintain conference website
- Coordinate receipt of sponsors promotional material for conference handbook
Onsite Management
- Provide registration desk, equipment and appropriate staff during event
- Manage last minute registrations, function bookings etc.
- Supervise staff/volunteers in the speakers’ preparation area (if available), Conference Secretariat and other areas as required
- Ensure official guests are met and guided as required
- Check room layouts, signage and AV setup
Financial Arrangements
- Review registration fees, determine inclusions, policies for refunds, cancellations and complimentary registrations
- Monitor members discounts
- Invoice and receipt sponsors, exhibitors and delegates
- Liaise with your organisation’s representative to develop a process for managing accounts receivable and payable including setup of credit card payment facility (if required).
- Monitor cash flow and budget
- Follow up on outstanding debts
- Arrange auditing (if required)
