Overview of our services

Conference planning

• Specialising in coordination of local and overseas conferences
• Provide advice and expertise on the planning and operation of the conference
• Prepare critical timelines of key events
• Advise on necessary tasks at each phase

Registration

• Set up of online registration website
• Attend planning meetings and provide progress reports
• Act as central reference point (mail box) for enquires and information
• Before and during conference, liaise with staff regarding all conference requirements
• Regularly review and update critical timeline

Financial budgeting

• Prepare Conference Budget
• Establish separate fund for each conference for all revenue and expenses
• Provide regular financial reports
• Provide credit card facilities
• Manage all finances and prepare final report
• Collect income from non-online registrations
• Arrange refunds according to cancellation policy
• Pay accounts as approved by Conference Chairman
• Handle bank charges with Corporate Finance

Keynote speakers

• Book travel and accommodation for keynote speakers
• Arrange payment of approved expenses i.e. honorariums , air-travel
• Communicate with keynote speakers and advise of arrangements

Venue arrangement

• Negotiate and book venue, including contractual arrangements
• Arrange posters, overheads and banners at venue
• Organise AV and Internet access facilities
• Catering -- morning / afternoon teas, lunches and conference dinner

Exhibition

• Approach prospective exhibitors and communicate costs
• Maintain database
• Negotiate with sub-contracted company, order appropriate number of stands, posters and advise exhibitors of dimensions
• Invoice Exhibitors

Sponsorship

• Assist in seeking sponsorship
• Provide format of sponsorship packages
• Invoice sponsors

Accommodation

• Negotiate with a range of hotels to obtain competitive tariffs
• Confirm bulk booking and release according to hotel agreements
• Accept booking from delegates and forward deposits to the hotel

Entertainment and excursions

• Obtain quotation for pre and post tours
• Negotiate contracts and fees
• Endorsement of contracts and letters of confirmation
• Source entertainment for functions

Processing of conference papers

• Maintain a database of papers
• Send abstracts to reviewers
• Receive reviewers comments and collate results
• Send notification of acceptance / rejection to authors
• Send to authors -- format for publication (camera ready copies)
  - Copyright release form
  - Author biography form
  - Audio visual requirements
  - Author registration form
• Accept camera ready papers and send acknowledgments to authors

Proceedings

• Maintain a database of papers
• Send abstracts to reviewers
• Receive reviewers comments and collate results
• Send notification of acceptance / rejection to authors
• Send to authors -- format for publication (camera ready copies)
• Copyright release form
• Author biography form
• Audio visual requirements
• Author registration form
• Accept camera ready papers and send acknowledgments to authors

Coordination of information

• Coordinate design of 'Call for Papers' brochure, and arrange printing; similarly, for 'Advance Program' and 'Final Program'
• Handle email/ mail-out of 'Call for Papers' and 'Advance Program'
• Provide 24 hours Fax facility
• Provide telephone service during normal business hours
• Provide after hours answering service
• Provide electronic mail service
• Provide database services for registration purposes

Internet

• Produce and maintain a website for each conference, displaying conference and contact information, including all brochures, program details, accommodation, social tours and tourist information.