Annual Conference Event Management

Project Background

Our client, the UK Chapter of a Professional Association, had historically organised their flagship annual conference by the Board. However, as the event evolved in size and complexity, it became evident that the Board required assistance. Initially, the client’s contacts – who all had their own professional responsibilities – believed they only needed support with certain key planning elements. They soon recognised the advantages of outsourcing the entire project, allowing them to focus on strategic matters, running the Association, developing valuable content for their audience, and networking with colleagues at the event, rather than becoming overwhelmed by day-to-day organising tasks.

Action Taken

In consultation with the Board, we developed a comprehensive event project plan detailing key tasks, accountability, deadlines, and escalation points. Our team proactively executed the plan, sourcing and securing a new venue that provided a more professional setting for the conference.

Our responsibilities included:

• Project Management: Overseeing the entire project from start to finish.
• Delegate Registration and Badging: Managing the registration process both pre-event and on the day.
• Keynote Speaker Coordination: Sourcing, booking, and coordinating keynote speakers.
• Breakout Session Management: Organising over 30 breakout sessions.
• Conference Microsite and App: Coordinating content for both the conference microsite and the conference app.
• Promotional Items and Awards: Sourcing and ordering promotional items and awards.
• Venue and AV Coordination: Sourcing, booking, and coordinating venue logistics and audiovisual needs.
• Sponsor and Exhibitor Logistics: Ensuring sponsors and exhibitors achieved their return on investment.
• Awards Dinner Planning: Planning and managing a themed awards dinner.
• Event Itinerary Preparation: Creating a detailed itinerary and coordinating with the venue and hotel.
• On-the-Day Event Management: Overseeing everything from initial setup to breakdown.
• Feedback Management: Collecting and managing conference feedback.

Outcome

– Reduced Pressure on the Board: The Board no longer had to juggle numerous tasks. Our team took the lead on project management, including planning meetings and all pre-event organisation. The client could rely on us to remind them of approaching deadlines for necessary information.

• Professional Event Execution: All event elements were executed professionally, significantly alleviating stress for the client.
• Increased Delegate Attendance: Attendance rose considerably due to the new venue and a more coordinated approach to communication and marketing.
• Overall Success: The event was a resounding success, with positive feedback from all attendees. This success provided the client with a solid foundation to expand future events, knowing our team can support their growth trajectory.

Client Testimonial

“Just a quick note to say that the event went really well. The keynotes were fantastic, and everyone loved the presentations. They made a real effort to align their experiences with our objectives. With your fantastic support, the whole event was brilliantly arranged and executed on the day. It was a great success. Thank you so much!”