Services / Scope
Pre Conference Secretariat
Our professional team who can work at the conference secretariat office or SSE Management office can perform the jobs mentioned here.
- The staff ( according to the requirement of the job) will respond all enquiries regarding proposed Conference (or redirect to appropriate personnel)
- Advice on accommodation and airline / travel/ tour options
- Assigning accommodation as required by registrants & liaise directly with hotels/guest houses offering accommodation
- Advice on social activities, including conference dinners, outings tours, etc. and organizing same
- Maintenance of a website for conference with downloadable brochure, registration forms, and updates
Liaising directly/ indirectly with accommodation providers, caterers, display organizations, etc. on behalf of client
- Processing all registrations
- Sending a personalized letter of confirmation of registration on your letterhead
- Preparing listings of registrations, with full details - reception, special interest groups, accommodation, social events, tours, etc
- Design & production of name tags for registrants
- Weekly reports (or at call) of registrants during the period leading up to the Conference Coordination in finalizing accounts after the conclusion of the Conference
- Prepare an accompanying persons programme for the conference
Accommodation Coordination
- Hotel accommodation at assured different tariff plans including budget hotels for delegates. The negotiations can be discussed with the higher authorities of the hotels in front of the organizers.
- A map showing venue and the selected hotels to be available at conference website
- On-line hotel allocation facility
- Online payment acceptance & confirmation to concerned and Organizing Secretariat
- Link to conference website for accommodation booking
- Boarding and Lodging charges to be collected from delegates / as per the prior information by the organizer.
Online Registration & Website
- Develop, configure, host and maintain the conference’s registration website
- Provide a URL for easy link to the registration conference website
- Provide worldwide secure online registration 24 hours a day, 7 days a week
- Accept online credit card payments
- Provide computer-generated name tags for pre-registered participants and on-site registrations
- Develop and Maintain database of conference participant information
- Send confirmation e-mails
Pre-Conference registration of the participants
- Mailing the brochures as per the database provided by the organizer.
- Correspondence with the registered delegates via e-mail.
- Preparation of individual dockets for each registered delegate. Provide the unique id for any further correspondence.
- Submission of list of registered delegates to the Organizing Committee.
- Answering queries of the delegates relating to accommodation, tour and travel, etc.
- Provision for Bank gateway for money transaction through online registration/sponsors
Reception at receiving point
- Delegates to be received/greeted before Conference at airport and railway station. ( The counter will be at the airports/ railway stations )
- Hand-over the information brochure of each delegate.
- Information regarding hotel accommodation to be conveyed to each delegate.
- Attach baggage identification tags of the concerned hotel.
- Escort the delegates to their respective vehicles for proceeding to the hotels.
Airport pick- ups & local transportation
- We will draw up detailed transport plan for the entire event and reserve required number of coaches/cars for airport transfers, shuttle services, social functions, accompanying persons programme.
- Liaise with the traffic police for parking permissions and regulating the traffic.
- Daily coach movement schedule for shuttle services between hotel to venue and back to be displayed at all facilitation counters located in the hotels / airports / railway stations.
- Allot coaches hotel-wise as per the number of delegates staying at each hotel.
- 24 hour transport desk to be set at the airport, hotels & railway stations to coordinate the movement of the delegates.
- Arrange transport for attending social functions for all delegates staying at various hotels.
Running Conference Secretariat
- Setting up of Signage designed as per the requirements
- Audio Visual arrangement for the Conference
- Providing ushers for the Hall and Stage Management
- Registration of pre-registered delegates
- On the spot registration and on site preparation of the badges
- Assistance in designing and printing of the conference brochure
- Co-ordination with support agencies to ensure completion of the job with in time schedule
- Office equipment like computer/printer and photocopier in the business center and office room etc.
- Desks for registration, enquiries, travel, speakers
- Audio/ video recording of the conference proceedings, tours, bank
- Coordination with the hotel management for finalizing the menus etc.
- Preview room
Set up audio visual equipment
- Set up Audio-visual facilities of international standards. (list of audio-visual equipment’s with per day cost of hire)
Exhibition
- Assistance in Exhibition layout
- Erection of stall for Exhibitions
- Provide Generator Facility
- Provide Air-Conditioned Hanger
Dinner Venues
- Assistance in providing information of Dinner venues out side the hotel
- Arrangements of transportation for the delegates
- Arrangements to get approval from Ministry / Departments
- For liquor: arrangement of its license.
Inaugural and Closing ceremony / Cultural Evenings
Apart from the customary welcome reception, here are a few suggestions for social events
- Gala Dinner With Theme Party / Village Theme
- Pageant Of Indian Dances & Musicians
- Gala Dinner With Goan Carnival Setting
- Jugalbandi
Printing, publication and allied design services
Apart from the customary welcome reception, here are a few suggestions for social events
- Assist in designing & printing of the daily schedule of events, brochures, etc.
- Printing the book of abstracts, proceedings, note pads, hand-books, parking tickets, coupons and all conference related material
Designing for event
- Graphic Design
- Brand identity, Publications Posters, Website, CDROM, Signage, Space graphics, Vehicle graphics….
- Exhibition Design
- Space planning, Information kiosk design, stall / booth design, Theme design.
- Accessory/ Product Design
- Conference bags, souvenirs
- Apparel Design
- Volunteer Uniforms
- Film and Video
- Theme films
Scope of work
- Brand Identity
- Understanding the event’s theme
- Expressing the communication strategy.
- Visual Identity
- Symbol and Logo Design
- Event Stationery
- Brand touch points
- Invitation Kit (Package containing – Letter, Brochure, Papers, CDROM, Poster)
- Press Kit (Package containing – Event information, CDROM)
- Welcome Kit (Package containing – Event Schedule, Local information, Maps…)
- Collaterals: T-shirts, Mugs, Coasters, Bags, Souvenirs
Stationery
- Folders, Note pads, Pens…..
- Post conference kit (Post event reports, presentation, speeches… Calendar and personal planner)
- Publications
- Brochure, Posters, Reports, Leaflets…
- Costumes for volunteers.
- Communication brief for advertising agency.
- Design for spaces
- Event space planning
- Exhibit/Booth structures
- Information Kiosks (onsite as well as offsite locations like airports and hotels…)
- Onsite and offsite Promotions (Banners, Billboards…)
- Signage
- Website
- User Navigation structure
- Visual Design – Detailed graphic design.
Managing ushers/ staff for different tasks during the event
- Assistance in selecting hostesses for the event and outreach event
- Preparation of advance plan to deploy hostesses specifying their role during the event
- Selecting hostesses so as to be equipped to handle inquiries related to the event (sessions) and allied activities
- Deploying hostesses at hotels, airports, railway stations, venue, to assist the delegates for any type of information
- Deploying hostess in conference hall for assisting the delegates and chairpersons/ speakers etc for any type of information.
Information desk
- Travel desk in airport, railway stations, venue, hotels and Exhibition venue
- Info kiosk on programme details & other information
- Prepare signage at prominent places, backdrops, country flags, podium board as requested by Organizer.
- Photocopying facility services to be set up for the users (specify no. copiers to be set up and per copy cost)
- Sufficient number of medical doctors and ambulances to be kept ready for emergency
Digital Video Recording
- Digital video coverage
- Still photography
- Daily bulletin
Budget & keeping of – accounts
- Preparing the budget
- Monitoring expenditure with the approved budget.
- Monitoring payments and receipts
- Assistance for finalizing the accounts
Other activities
- Dynamic database on delegate arrival/ departure to be intimated to Organizer.
- Promotion of the Conference in service providers’ website
- Web casting of the live proceedings of selected events (optional)
