Below are the key deliverables for planning and organizing that guide us in fullfiling our mandate:
Event Management and Administration
- Prepare Event Budget
- Work according to the budget
- Provide reports
- Prepare checklist
- Conference Timeline
- Keep effective records
Event Venues
- Ensure venue payments are up to date
- Communicate with Venue Staff
- Determine equipment requirements
- Event Signate
- Event Teardown
Event Sponsorship
- Securing sponsorship through identifying and communicating with possible sponsors
- Arrange meetings with the organizing committee
- Ensure terms of sponsorship are followed through
Event Marketing
- Identify required branding
- Assist with design of branding material
Delegates
- Create Database
- Setup registration centre
- Identify an effective and smooth registration system that avoids bottlenecks and delays
- Effectively communicate with delegates prior
- Facilitate Visas
- Liaise with CAAZ
Delegate Accommodation
- Block booking for delegate accommodation
- Negotiate special rates
Transport
- Determine transport requirements
- Map transport route
- Organise transfers
- Organise transport for spouse/family
Spouse and family program
- Database for spouses and family
- Organise spouse and family program VIP Guests
- Put in place hospitality facilities for
VIPs and Guest Speakers
- Biographies
- Arrange special pick-up of VIP
Communication Centre
- Arrange a communication centre
- Arrange sim -cards for regional and international delegates
- Identify communication centre sponsor
Exhibition
- Arrange layout
- Allocate exhibition space to sponsors
Visuals
- Identify all audio and visual needs to be arranged
Technical
- Ensure Technical team is well versed with the program
- Ensure that program is running smoothly
Handbook
- Assist with design and layout
- Collate handbook information
- Source Advertisers
Event Staff
- Identify Human Resource requirements and prepare job descriptions and staff training
Event Vendors
Identify and contract vendors for the following:
- Photography
- Videographer
- Promotional Material
- Entertainment
- Equipment Hire