ADMINISTRATION IN THE PLANNING STAGE

ADMINISTRATION IN THE PLANNING STAGE

  • Establish committee structure and responsibilities
  • Prepare congress/event critical path
  • Plan a meeting schedule
  • As the congress/event secretariat, SAVETCON will be the sole telephone and mailing address for the congress/event
  • Handle day-to-day enquiries from delegates, speakers and guests
  • Attend all committee meetings
  • Assist with planning and implementing the budget

LOGISTICAL PLANNING AND ARRANGEMENTS

Event package and literature

CONGRESS/EVENT PACKAGE AND LITERATURE​

  • Congress/event theme and Logo
  • First announcements
  • Registration documentation
  • Welcome letters/general information
  • Final congress/event programme

VIP's and Special
Guests

VIP's and Special Guests

  • Arrangements for security and safety
  • Ensure appropriate protocols are followed when dealing with VIP's
  • Ensure appropriate arrangements regarding a welcome reception at the airport/venue
  • Suggest and source all delegate/VIP/corporate gifts

Congress
Venue

CONGRESS VENUE​

  • Manage all communication with the venue management team
  • Provide on-site management expertise. Communicate all requirements to the venue in writing and follow up on regular basis
  • Regular meetings with venue staff to ensure the smooth running of the event

ON-SITE MANAGEMENT AT THE CONGRESS/EVENT

Congress Registration and other support services

CONGRESS REGISTRATION AND OTHER SUPPORT SERVICES​

  • Man the registration desk during programme
  • SAVETCON will provide adequate and competent staff to manage an office at the congress venue
  • SAVETCON will provide administrative services to speakers and delegates

Congress
Coordination

CONGRESS COORDINATION​

  • Organise announcement of possible venue changes or transport arrangements
  • Co-ordinate seating plans at congress venues and functions as specified by the Committee
  • Arrange and manage audio-visual equipment for speakers and equipment needed for social functions
  • Manage on-site administration of fax, telephone and photocopying facilities

Congress
Liaison

Congress Liaison

  • Liaise with members of the press, as required
  • Manage the printing of congress proceedings or copying of a CD containing congress proceedings and its distribution to delegates

Post-Congress Administration

Post-Congress Administration

  • SAVETCON will handle all post congress administration, including thank you letters, and finalise finances in coordination with the financial official.


Exhibitions

CONGRESS COORDINATION​

  • Exhibition planning
  • Assist with selling of exhibitions space
  • Floor plan, exhibitor manual, functions to interest and sell to Industry
  • Manage exhibition

Financial
Administration

Financial Administration

  • SAVETCON can assist with obtaining sponsorships
  • SAVETCON will compile a comprehensive event budget
  • Registration fees will be formulated according to the budget
  • A set of computerised books will be opened in coordination with a bookkeeper and the congress will be run through these books
  • Monthly management accounts will be produced as well as other financial requirements enabling tracking of income and expenditure in relation to the approved budget
  • The congress financials will be independently audited at the completion of the event. This is a third-party cost and needs to be included in the budget.

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