Full Conference Management Service

About

A full conference management service is provided by the Conference & Event Centre for a per delegate fee. Where this service cannot be managed internally, the conference team will assist to recruit a Fáilte Ireland accredited Professional Conference Organiser. This service includes but is not limited to the following:

1. Conference Secretariat

The conference secretariat will act as the main liaison with local, international and scientific committees and the primary point of contact for all stakeholders.

2. Budgetary Management

• Prepare and monitor a bespoke conference budget.
• Address risk management including arranging conference insurance where applicable.
• Open and manage conference-specific bank account where required.
• Manage conference income and expenditure.
• Management of all finances including the provision of a final financial statement.

3. Venue Logistics

Co-ordinate the booking of internal logistics including:

• Venues
• Poster board and space
• Technical and audio visual services.
• Catering
• Exhibitor space

4. Conference Website

Create conference website to include all conference information and to facilitate online abstract/paper submission instruction and submission, online registrations.

5. Conference Marketing and Promotion

• Develop and agree marketing plan for conference
• Design and print marketing material for the conference (if required), including:

- Conference announcement/ ‘Save the Date’ material.
- First, second, subsequent and final call for abstracts/papers.
- E-zines updating conference details.

• Organise print material for conference including:

- Conference programme and abstract book.
- Name badges.
- Signage, branding.

6. Registration

• Set up online registration (payment by credit/debit card only).
• Confirmtion of registrations (automated and manual where specifics required).
• Produce final list of registered delegates
• Produce name badges (additional cost for material).
• Organise staffing of registration desk throughout conference.
• Provide conference packs for delegates

7. Accommodation

• Block-book and manage on campus accommodation allocation.
• Block-book accommodation in 3 and 4 * hotels providing reference information for delegates to book directly.

8. Speaker Management

Manage all aspects of speakers’ participation in the conference including travel, accommodation and conference registration.

9. Sponsorship /Exhibitor Management

• Design information booklet to include sponsor and exhibit opportunities.
• Promote opportunities to relevant market.

• Liaise with all sponsors and exhibits to confirm:

  - Space allocation or agreed branding opportunities.
  - Delivery of material.

10. Social Programme

• Organise venue, catering and entertainment for welcome reception, conference dinner and other social events.
• Organise tours for local attractions or provide information in advance to allow international delegates to book tours directly.

11. Scientific Programme

• Agree abstract / paper submission detail including type of submission, themes and format.
• Manage online receipt of abstracts and distribution to scientific committee for review.
• Confirm abstract decisions to delegates.
• Liaise with scientific committee on programme design.
• Collate and design the abstract book for circulation at the conference.