Why

Why engage Conference Works Ltd?

Expert Knowledge

  • 20 years experience on organising and managing conferences, events and projects. We listen carefully to define your needs and work with you to deliver it – on time and within budget.

Professional Standards

  • We are members of the Conventions and Incentives New Zealand under the Professional Conference Organisers (PCO) Category.
  • We are members of MEA – Meetings & Events Australia, and we are currently working towards Accreditation as Meetings Managers (AMM)
  • We enjoy a partnership with Totally Wellington (Wellington Convention Bureau)
  • Robyn Radomski, Director has a Graduate Diploma in Business Studies, Massey University
  • Winner, Best Micro Business Her Business Businesswoman of the Year Award 2005

Services We Offer (but not limited to)

Project Management

  • Design Critical Path for event
  • Participate in planning meetings with the committee
  • Write minutes of committee meetings
  • Provide Progress reports to committee

Financial Management

  • Design of Preliminary Budget
  • Provide regular budget updates / Income & Expenditure reports
  • Provide full financial history of each delegate - payments, receipts and refunds
  • Complete financial reconciliation at the end of conference

Venue Liaison

  • Supervise rental of Conference Premises
  • Ensure that venue is contracted and that all legal
  • Ensure venues, both conference and off site, receive all information required in a timely manner
  • Management of all Audio-Visual requirements for the plenary sessions and all breakouts, including technical staff
  • Provide caterers with all Food & Beverage requirements and ensure that all requirements are met
  • Supervise set up of Conference and the exhibition area
  • Ensure all Signage requirements are fulfilled
  • On site act as venue liaison throughout the Conference

Conference Programme

  • Social Programme - Liaise with social committee, obtain quotes for committee review
  • Co-ordinate arrangements for accepted proposals

Sponsors and Exhibitors

  • Develop Sponsorship plan in conjunction with committee
  • Ensure all sponsorship agreements are met to the satisfaction of both sponsor and client
  • Manage organisation of trade display area

Printing and Marketing

  • Timetable for production of printed documents
  • Ensure target market is covered
  • Manage Design and Production of all conference publications
  • Organise copying of speakers notes and workshop information

Speakers

  • Make recommendations of speakers to complement the Conference Theme
  • Approach speakers to negotiate fee, travel and accommodation
  • Liaise to assess Audio-visual requirements
  • Assist committee with arrangement of speaker acknowledgements both during and post conference
  • Ensure that Speakers Bios are collected and circulated to the introducers prior to the commencement of the conference.

Accommodation

  • Make block bookings at agreed hotels and negotiate rates
  • Process accommodation requests and assign accommodation for delegates according to individual requests
  • Process hotel deposits and provide hotels with Rooming Lists and deposits
  • Manage all accommodation changes, special requests, cancellations
  • Confirm hotel accommodation with delegates by letter or e-mail
  • Make airport-to-hotel travel arrangements for delegates as required

Registration Processing

  • Management of Online Registration Facility
  • Design Registration Form
  • Computerized registration of all delegates
  • Provide confirmation of registration to all delegates
  • Process all registration fees, receipt attendees, computerized registration of all payments received and banking transacted
  • Make block bookings at hotels
  • Printing of all Name-tags for delegates, exhibitors and sponsors
  • Make recommendations for delegates satchels
  • Collate and fill delegates satchels
  • On site staffing of the registration desk throughout the conference
  • Collating and reporting delegate of evaluation form summary to the committee
  • Provision of all lists and statistical data required by committee