BackStage List of Services

Below is a guide of the list of services that BackStage offers. This list is exhaustive, therefore if you have a specific requirement that is not listed below, please call the team to discuss.

Project Management

• Liaison with project committee
• Advise and draw up timetables detailing tasks to be completed and time lines
• Attend and participate in meetings of the organising committee as required
• Key Performance indicators checklists

Promotion

• Design promotional material, including web page development and brochure
• Manage printing of all promotional material, proofs, inserts etc

Registration

Pre-event Registration
• A full Registration Service is available using a specialised Events System with on-line facilities
• Process online, faxed, phone and mail registrations
• Provide confirmation of registration to delegates with tax invoice, and receipt upon payment
• Provide reports of delegate numbers, attendee names, and financials as required

Onsite Registration
• Provide experienced event staff to assist with the needs of the delegates at the time of arrival at the conference and social functions
• Provide a manned, well signposted registration area
• Provide an experienced and well-briefed staff member who will see to the needs of sponsors and exhibitors

Post-Event
• Provide final reports and spreadsheets of attendees and financials for your records
• Conduct feedback surveys of attendees and provide results to the committee

Venue Management

• Book and administer all requirements for conference venue
• Supervise and manage outside contractors/suppliers
• Supervise all relevant aspects of the conference on-site
• Packing In and Out of Event
• Oversee equipment, audio visual and event theme pack in

AV Management

• Ascertain AV requirements from the organising committee
• Advise committee on recommended provider
• Provide run sheet along with all required speaker presentations, for the production team and ensure that all speaker requirements in terms of equipment is provided
• Fully brief the on-the-day AV technicians and ensure that all aspects of the audio visual component run seamlessly for the event.

Speaker Management

• Manage, if required, all accommodation, travel, registration and other necessary details for keynote speakers
• Compile all speakers’ papers to produce the conference documentation
• Provide a speaker preparation pack outlining all event details including functions

Abstract Management

• To receive and collate Abstracts for review of the selection committee (if required)

Finance Management

• Assist with and manage budget
• Obtain quotations for approval
• Regular financial reporting and forecasting

Sponsorship & Exhibition

• Manage all sponsor requests as set out in sponsor agreements
• Advise on layout, design for exhibition area
• Design, produce and distribute exhibition catalogue
• Monitor all applications and allocate stands
• Monitor setting up, on-site and breakdown aspects of stand system

Social Functions

• Arrangement of all Social Functions and activities, including partner activities

Problem/Contingency Management

• Advise committee of any problems or potential issues in advance and offer solutions/safety guards where possible
• Ensure that AV and venue has contingency plans in place in the case of any systems failure
• Ensure that sufficient planning has been done in order to avoid/counter as many problems as possible
•If in the event of a problem, consult, action plans and remedy