assured events
"Assured Events have managed our last three parties - they always come up with something that's a real talking point. Once again, the party was a real success and I believe that lies in the attention to the smallest detail that you get when they are managing things."

Katie Dunne
Premex

Conference Management from expert Conference Organisers and Conference Planners

At Assured Events, we understand how critical conferences can be in terms of delivering messages and building momentum within your business - and how vital effective conference management can be in achieving this.

Our specialist team of conference planners and conference organisers are experienced in delivering both large and small conferences, held in a range of different venues both in the UK and internationally.

Effective Conference Management from invitation to close

Whatever the requirements thrown up by your conference requirements our team of conference planners and conference organisers will handle the lot!

Our conference management services include:

assured events

Venue sourcing & liaison

You can't under estimate the impact that the choice of venue has on the success of your conference! Whether you are looking to hold your conference in the UK or beyond, our experienced event manager s will find the venue that best suits your need; negotiate your contract and manage all of the delegate requirements through the venue. We work with venues from little known hidden gems to global hotel chains; sports stadia; museums; castles; conference centres; nightclubs and art galleries. All venues are recce'd by your project manager and full site inspections are carried out to ensure suitability for your particular conference or event.

Back to the top

Stage & set building

It's not always easy to know what kind of look you want for your conference. Our designers can help you visualise your event by creating images of stage layouts and graphics. Your delegates will spend most of their time facing the direction of your set so it needs to help convey your core message without being distracting. Equally it has to work with the environment within the venue. Our project managers know what works and what doesn't and how to get the best out of a conference room.

Back to the top

Room dressing & theming

If your theme or message goes beyond basic branding, we can advise on options to really bring your theme to life. As conference organisers we understand the impact of visual and audio stimulation on the performance of your event.

Back to the top

Full audio visual support & film production

So many conferences fail to achieve the desired results due to inadequate audio visual provision. We always ensure that the screen and projector sizes (and numbers) are the optimum, along with the nature and number of speakers, lighting, microphone types and that the control desk is suitably manned. Quality conference management always has a contingency!

We run your presentation simultaneously on 2 laptops so should the master laptop crash; the back up doesn't leave the presenter stranded on stage.

We can take presentations from individual speakers and build your master presentation; create slide templates and embed movie footage. We can also film your event or provide a live feed to the main presentation screens.

You may even want to create short films to play as part of the presentations during your conference. We have created films for conference openers; spoof gameshows; training sessions ... we can script, direct & film your production using broadcast quality equipment.

Back to the top

Webcast & webinar services

Some conferences deliver material that's of value to an audience much wider than just those who are able to attend. Our technicians can stream footage to your website or simply upload the footage for your web audience to view. The cost is surprisingly reasonable and it maximises the impact of your budget already invested in creating the event.

Back to the top

Entertainment

All work and no play can really take the edge off Jack's experience of your event! We can provide entertainment that either reinforces your message or is just for the fun of it. Activities such as fairgrounds, arcade games, ice sculpting, flairing & mixology, close-up illusionists... (to name just a few) can add value to your event. Our creative event management team can provide a range of ideas to suit all budgets.

Back to the top

Guest & keynote speakers

Whether your event requires an industry acclaimed speaker or a person whose story embodies your conference message, we will compile options that suit your budget. Once agreed, we can liaise with the speaker to manage any accommodation and transfer requirements. We provide a dedicated contact for speakers so that they are always aware of arrangements pre, during and post the event.

Back to the top

Delegate management

We are able to build an on-line booking website that can reflect your corporate look, or that sits within your own website. We can also take credit card payments online. Having registered online, delegates receive a confirmation email, location map and an auto entry into their Outlook calendar. On the day event management includes providing a welcome desk, the ability to change name badges and generally being on hand to help with any delegate queries. Our team is very personable and approachable and add to your delegates' experience.

Back to the top

Delegate packs & goody bags

We can either take your delegate material and collate it into packs or we can design, artwork, print and then collate it! Perhaps you would prefer your conference material to be saved onto a memory stick? We can transfer your collateral material onto memory sticks and distribute to your guests. Alternatively they could download material from the booking website itself. We will work with you to ensure that your support material is distributed to delegates as efficiently as is possible and in a way that is consistent with your conference message.

Back to the top

Online booking and registration services

To make life easier for you and your delegates, we can design and build a website that allows people to register for your event, including making payments if required. We can gather all the data we need to pre arrange any special needs or dietary requirements, as well as allowing people to book onto workshops, speaker sessions, excursions etc. Auto generated confirmations provide peace of mind for your delegates and also allows them to check their details and make any amends if necessary.

Reminder emails can me set up for a number of days prior to your event and we can even arrange for a telephone ring round of bookers to help minimise drop off rates.

Back to the top

Dedicated telephone helpline for your event

Our clients have found it very useful to have a telephone helpline set up alongside their booking website. This enables us to take calls on their behalf whether potential registrants want to know more about the event or if people have a question about their booking details. By letting us manage the helpline, we can access the booking data real-time and resolve any queries there and then without you having to take the call and refer it to us. Now that's event management for client peace of mind!

Back to the top

Catering requirements

We can create menus to suit all budget types. We will make recommendations, liaise with the venue or caterers and organise any special dietary or drinks requirements. Most people are satisfied with most menu selections, however not addressing the requirements of the minority can at the very least cause problems on the ground and at worse, tarnish the impact of your conference or event. Our event management team manage every aspect of your catering requirements – not forgetting – not all vegetarians like cheese/pasta/rice!

Back to the top

Accommodation arrangements

You may have a need to build in accommodation for guests and speakers. We can negotiate preferential rates, make provisional bookings, confirm bookings, arrange express check-in and out and convey this information to your delegates. You may even wish to have information or gifts room dropped. We can handle all this and more.

Back to the top

Icebreakers and teambuild challenges

Sometimes the 2nd half of the day can feel a little sluggish. Why not get the group out of their seats and actively moving around?! We have 100s of activities and teambuilds to help bring your conference to life! Whether you want mental challenges or activities, we can tailor the activity to help reinforce your conference message. Giving up part of the day to an activity relevant to your conference objectives, significantly increases the uptake of your message!

Back to the top

See Also: