This year Assured Events were the chosen organisers of the 2013 AUDE (Association of University Engineers) annual conference, held at the University of Warwick. Full event management was required for the three day exhibition and conference.
Two of the key tasks undertaken by Assured Events were the coordination of the exhibition and the sourcing of sponsorship – both vital sources of income for the conference. The 2 day exhibition resulted in 49 companies showcasing to over 130 delegates, all of whom were key clients to the organisations exhibiting.
With only 49 spaces available and a high volume of companies interested in exhibiting, Assured Events had to manage the application process fairly. Once decisions had been made companies were notified and a bespoke website enabled them to register smoothly, automatically invoicing them and creating a platform where they could log in when convenient and provide all the required information.
Assured Events worked with shell scheme provider Formula to dictate the best layout of the stands in the exhibition room – maximising the number of possible exhibitors and again generating maximum income. Catering and refreshments for delegates were arranged within the exhibition hall, with tables located around the room to encourage delegates to visit all the stands. A separate lunch was also organised for exhibitors prior to the delegate lunch, allowing them to maximise their networking time.
The Assured Events team handled all enquiries direct with the exhibitors prior to the event and ensured they had all necessary information. Throughout the event the team were on hand from the set up day right through to the close of the exhibition – handling all exhibitor registrations, dealing with any issues on the day and ensuring everything ran smoothly throughout.
Another aspect of the conference that Assured Events handled was the sponsorship. We put together a number of packages that would again generate vital income for the association’s conference. These ranged from main sponsorship packages that included attendance throughout the three days to the exhibition, conference and dinners, right through to sponsors of the conference umbrellas! Assured Events handled the full booking process for the sponsors, created all the sponsor signage and aimed to ensure maximum exposure for companies at the event, whilst maintaining a fair balance between exhibitors and delegates, so everyone could enjoy and get the most from the event. A number of companies missed the deadline for the exhibition stands, so we worked with them to create bespoke sponsorship packages which meant they wouldn’t miss out on this invaluable networking event.
‘Good and well run. An excellent opportunity to engage with new suppliers.’
For more coverage of the AUDE 2013 Conference, please view our news
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