Event Management Service

We are the difference

EVENT MANAGEMENT SERVICE



Planing

• Attend initial planning meetings.
• Advise on planning time frames.
• Advise on other conference activities taking place within same timeframe as suggested event.
• Learn about the event, your overall aims and plans, including budgetary & financial matters, and provide advice on how best to achieve these in the most efficient and effective way.
• Talk through which elements of the event BPS Conferences can assist with.
•  Provide written feedback on initial planning meeting.

• Undertake a venue search, based on your requirements, utilising a wealth of experience of venues around Greece and Cyprus, agreements with venue finding agencies and centralised agreements with hotel companies and other type of venues.
• Provide a range of options to Planning Committee.
• Arrange and attend site visits to selected venues.
• Negotiate all rates and contractual matters on your behalf.
• Act as point of contact between yourselves and the selected venue.
• Secure suitable accommodation either within venue or near by for delegates, negotiating rates and dealing with all necessary arrangements.

• Plan a bespoke marketing campaign for the event to ensure high level of submissions and delegates attending.
• Design and arrange all advertising and promotional material relating the event.
• Development of web page specific to the event.
• Arrange reciprocal marketing deals where applicable.

• Provide advice on compilation of budget.
• Advise on the structure and level of registration fees.
• Establish policy for payment of expenses.
• Deal with VAT requirements.
• Process all income and expenditure through Society accounts.
• Provide regular reports to planning committee on financial status of the event.
• Compile final accounts within 2 months of the event.

• Advise on time frames to work within for the submission process.
• Compilation of call for papers and submission guidelines.
• Produce submission form.
• Arrange subsequent promotion of call for papers.
• Receipt of submissions via on-line system
• Provide acknowledgement to authors and record all submissions.
• Circulation of abstracts, in the agreed format, to the refereeing panel.
• Collate accepted abstracts for programming purposes.
• Provide advice on programming issues.
• Contact authors with results of refereeing panel.
• Production of provisional and final programmes.
• Design and production of abstract and programme book.

• Design and distribution of registration information.
• Arranging on-line registration via the conference web page.
• Receive and process all event registrations.
• Send confirmation of bookings (and VAT receipts where requested) to delegates.
• Provide information concerning all elements of the event, including travel information, to all delegates.
• Deal with all registration and financial queries.
• Process all amendments and cancellations.
• Design and production of delegate lists and badges and any other materials relating to registration as required by the planning committee.
• Liase with venue with regards to final numbers of delegates.

• Production of a marketing plan to promote the exhibition.
• Liaison with venue to identify scale of exhibition space available.
• Establish all costs involved in running the exhibition and set rates accordingly.
• Design & compilation of invitation to exhibit.
• Active follow up of all marketing to ensure successful exhibition attendance.
• Liaison with exhibitors with regards to stand layout and specific requirements.
• Process all payments relating to exhibition bookings.
• Provide floor plans to exhibitors and venue working within safety guidelines.
• Provide arrangements for loading, parking, deliveries, set-up, breakdown, storage and other facilities to all involved.
• Supervise build and breakdown of exhibition.

• Produce a sponsorship marketing plan.
• Design and compilation of all sponsorship materials.
• Actively source and secure sponsorship.
• Ensure all sponsorship items receive the maximum exposure at the event.
• Deal with all enquiries relating to sponsorship.
• Process all income and expenditure relating to sponsorship activities.
• Provide advice to the planning committee on sponsorship opportunities.

• Provide advice to the planning committee on most effective and efficient use of audio visual equipment.
• Source AV suppliers and negotiate rates.
• Deal with all contractual matters and expenditure.
• Supervise AV set up, breakdown and on-site management.

• In collaboration with planning committee produce social programme and build this into all marketing activities relating to the conference programme.
• Source all suppliers relating to the social programme and negotiate rates.
• On-site management of all social activities.

• Bluemar staff on-site to oversee all elements of the conference programme.
• Manning of registration/help desk, dealing with all registrations (including on-site delegates), all queries and generally acting as a point of contact for all conference activities.
• Production of conference report after the event, including a financial statement of account.