CoActive Events offers a comprehensive range of event and meeting services, all designed to help you plan and run a successful function.
Our services include:- Event proposal outline and submission
- Communication and reporting
- Customised event management and client liaison
- Develop initial critical pathways
- Program development
- Online secure registraion/web based interface - accept & process payment, forward invoice/receipts, financial reporting
- Venue coordination, including catering, settings, audio visual & accommodation management
- Establish and monitor event timeline
- Onsite event management
- Coordinate & supply weekly reports
- Financial management - budgeting, monitor cash flow, administration
- Marketing and promotion - material development, production and implementation
- Distribute speaker presentations
- Statistical reporting
- Attendee registration database support
- Manage social program and trade exhibition
- Secretariat/administration
- Name badges
- Conduct delegate surveys
- Project reviews and evaluation
Event Coordinator's Check List
When planning and organising an event there are a number of key issues
which need to be addressed. To help with this process, CoActive Events
has prepared the following check list. If you would like a hand just
email hazel@coactive-events.com
or give us a call 0413 138 024.
Event Organisational Components and Check-List |
Due Date |
Complete |
|
1 |
Elect ‘Chair of the Event | ||
2 |
Determine the ‘Committee’ structure | ||
3 |
Organise the proposal & event coordinator | ||
4 |
Decide on provisional event dates and check for possible conflicts | ||
5 |
Finalise event date & ‘early-bird’ registration date & cancellation procedures | ||
6 |
Prepare budget outline – include flexibility for updates | ||
7 |
Source, compare and organise event venue – decide on appropriateness of facilities, location, catering, storage, number of session/meeting rooms, power, lighting, communication, internet and audio visual, general facilities available and accommodation | ||
8 |
Determine registration fee structure (including trade if applicable) | ||
9 |
Source accommodation availability and rate – allocation of rooms & who handles the bookings | ||
10 |
Parking arrangements | ||
11 |
Develop registration form | ||
12 |
Move in - move out timeline | ||
13 |
Establish program and structure of event | ||
14 |
Book catering requirements | ||
15 |
Decide if the event is to be recorded and other audio visual requirements | ||
16 |
Determine speaker selection and process request for papers / expressions of interest | ||
17 |
Finalise event theme, logo, social program if required | ||
18 |
Determine and source sponsorship – major and minor (confirm in writing) | ||
19 |
Supply marketing mailing lists to event organiser | ||
20 |
Determine advertising / marketing needs | ||
21 |
Prepare and issue marketing releases and expressions of interest | ||
22 |
Prepare & print trade kit – as applicable | ||
23 |
Mail out trade kits – as applicable | ||
24 |
Register exhibitors, advertisers, sponsors & other expressions of interest from speakers etc | ||
25 |
Determine social program - as applicable | ||
26 |
Maintain organisational activity log & communication with ‘Chair’ and ‘Committee’ | ||
27 |
Finalise program | ||
28 |
Organise event insurance | ||
29 |
Confirm that a banner is available and placement of same | ||
30 |
Forward exhibitors details to exhibition contractor | ||
31 |
Book hotel accommodation/transportation for event staff & VIP’s | ||
32 |
Maintain budget | ||
33 |
Written confirmation to presenters | ||
34 |
Prepare and print provisional program | ||
35 |
Marketing and promotion of event and program | ||
36 |
Register delegates and maintain database | ||
37 |
Invoice/receipt registration payments | ||
38 |
Review / modify audio visual and internet requirements (and other equipment as applicable) | ||
39 |
Re-evaluate/modify instructions to session chairs/moderators/ speakers | ||
40 |
Organise/purchase speaker awards/gifts | ||
41 |
Prepare session and sub/alternate session proceedings & communicate same | ||
42 |
Review/modify final program – organise printing | ||
43 |
Prepare dinner arrangements and entertainment (as required) | ||
44 |
Update and further marketing mail outs | ||
45 |
Finalise setting (including pens/pads/mints) and catering arrangements with the venue | ||
46 |
Prepare event evaluation forms – (include sponsors in the success) | ||
47 |
Arrange freight | ||
48 |
Purchase and arrange name badges | ||
49 |
Prepare session notices for venue signage | ||
50 |
Advise final catering numbers to venue | ||
51 |
Collate speeches & record/burn CD's - as required | ||
52 |
Pack satchels – as required | ||
53 |
Test audio visual, internet etc | ||
54 |
Staff the registration desk | ||
55 |
Distribute and collect event evaluation forms | ||
56 |
Prepare preliminary financial report | ||
57 |
Mail out thank you letters | ||
58 |
Analyse evaluations | ||
59 |
Reconciliation of accounts and process payments / banking & follow-up of outstanding debts | ||
60 |
Prepare final database, budget and distribute final report | ||
