Service Options Available

The below outlines a typical event planning process, all you need to do is pick and choose which services you would like assistance with:

Step 1 - Event Briefing

To get the ball rolling we require as many details as possible on the objectives of your event, the agenda and the estimated budget.

Step 2 – Draft Budget & Venue Options

Draft budgets provided. General estimates of key budget line items proposed. Three+ venues costed based on availability

Step 3 - Site Inspection of Preferred Venue/s

Site Inspection agenda. Site Inspection conducted. Post site inspection report & recommendations

Step 4 - Venue Selected & Budget Refined (based on below options where applicable)

Prepare and manage payment schedule (ongoing)

Accommodation; Manage room blocks & attrition. Negotiate room rates & terms and conditions. Room drops (delegate gifts). Room upgrades. Rooming list & billing management.

Audio Visual & Production; AV requirements. Entertainment, guest speakers & talent management. Lighting. Photography & Video. Set design. Signage. Speaker rehearsals. Team building & activity days. VIP schedules.

Delegate Communication Strategy; Media & PR management. Save The Dates / Invitations (EDM (Electronic Direct Mail)) / Online or Manual Registration. Social media strategy e.g. Twitter & Facebook. Marcomms  (Marketing Communication Teasers). 

Exhibition; Exhibitor liaison. Floorplan allocation. IT requirements. Sponsorship sales kits. Stand design.

Graphic Design & Theming; Centrepieces & decorations. Event collateral (e.g. name tags & agendas). Event logos. Menus. PowerPoint templates. Signage.

Logistics; Airport Meet & Greet. Flights. Special requirements e.g. dietary / physical / extensions. Transfers (Coach & Limos). Travel insurance. 

Registration Management; Delegate payment process e.g. credit card, cash, cheque, direct debit. Delegate Registration Kits - name tags / pocket guides , welcome letters, "ABC guides", merchandise. Onsite event registration & hospitality/information desk. Setup event website & online registration page (Or manual process). Visa letters.

Venue; Catering. Onsite agenda & room allocations. Partner program. Venue contract negotiation.

Step 5  "It's Show Time"

Adelaide Onsite will provide flawless execution and oversight to ensure your event runs like clockwork. All clients and suppliers will receive a comprehensive "Event Brief" and run-sheet to ensure your event will run without a hitch. We are the first onsite and the last to leave. No one has higher expectations than we do!

Step 6 - Produce Post-event Thank You and Evaluation EDM

This is often electronic with a teaser prize offered to encourage feedback from all attendees

Step 7 - Final Budget

Finalise all supplier payments. Reconcile final budget. Return surplus to client / hold in trust for next event

Step 8 - Post Event Debrief

Once the final budget has been reconciled, we like to conduct a post-event debrief to discuss feedback and make note of how to improve on your future events.

 

About Melanie

Lets Talk

MM_profile_Pic.jpg

Melanie Moffatt
Director
+61 439 820 192
melanie@adelaideonsite.com.au

PO Box 1203
Kensington Gardens SA 5068