Conference Organiser

Our experienced event team manages memorable events across the world. We offer a turnkey service for clients across many sectors. Some clients make full use of this turnkey approach and rely on us to manage the entire process whilst others select from the broad range of services you can see below dependent on the nature and size of the event.

Why use Conference Organiser?

We are finding that an increasing number of clients turn to us after they have kicked off an event project having found that their time is being taken up by the detail required. Once we are involved, your time becomes your own once again and you can focus on your core role.

Our network of MYT approved partners across the world gives us reach beyond our shores. The database of overseas venues that we have visited and often placed events in means that we are confident of passing accurate and informed advice to you.

The services you can choose

You will be able to “pick and mix” the services you require for your next event. Some clients make full use of this turnkey approach and rely on us to manage the entire process whilst others select from the broad range of services you can see below dependent on the nature and size of the event.

Event Planning & General Management

We believe Event Planning is a critical element of the whole process and to ensure the smooth and effective management of an event, a named Project Manager will be assigned to you from the beginning to co-ordinate, work with and be your main liaison. Your Project Manager will design a timeline project plan with an Operational Programme of Events to ensure that all tasks on the programme management are identified and actions managed on time and in budget. This highly detailed briefing document includes project timelines, points of contact, call for abstracts, set-up times and all the information needed for your event.  This is collaborated on and shared with you throughout the planning stage and execution of your event.

Within the event planning we will organise site visits to the event destination and venues that adhere to your requirements.  We will arrange meetings with the local partners, venues and suppliers, running through options and ensuring the most suitable partners are chosen.

Finance Management

Financial management requires careful planning and budgeting and is critical in the success of a conference as well as understanding the financial achievement level it involves.  We will work with you to ensure sponsor, exhibitor and delegate invoices and receipts, payment processing and credit control are reconciled monthly and provide a final conference profit and loss account. Our financial controller will manage the budget process and assist in:

  • preparing the initial budget and business plan
  • develop budgets
  • forecasting revenue and expenditure
  • identification of revenue streams
  • negotiating with key suppliers
  • budget review and cash flow forecasts
  • provide on-site payment facilities

Sponsor & Exhibitor Support

We will work closely with Exhibitors and Sponsors to ensure event success for both of these stakeholders.

For Exhibitors, we start with pre-planning of the Exhibition Hall and setup of Exhibitor booking procedures. Once an Exhibitor has confirmed their attendance we collect their booking details via a dedicated online booking form. Then we send out an order confirmation form along with terms and conditions of business and an invoice for payment.

We liaise with your exhibitors to collect the details needed for the website and programme.  We then send out Exhibitor Timeline and Exhibitor Journey emails which contain all relevant deadlines for the Exhibitors to adhere to. We assist with finalising the floorplan and location for each exhibitor and make sure that each Exhibitor is provided with an Exhibitors Manual. We ensure consistent and effective communication between Exhibitors and Exhibition Supplier Company and Venue – thus on the event day everything runs smoothly.

For Sponsors, we provide a point of contact who will be responsible for liasing with on the on-site suppliers and the event stake holders, to ensure that the terms of your sponsorship deal are met.

Venue & Supplier Management and Liaison

MYT will have direct liaison with the venue and related suppliers negotiating the best rates, including room hire, technical/AV, catering, to ensure value for money.

Venue risk assessment will be undertaken and we work closely with the venue safety officer, the event safety officer and the exhibition, branding and AV suppliers confirming we are fully compliant with the Health and Safety regulations.

Once the planning is completed and executed, the success of the final delivery is down to the production of the final Programme of Events.  This document is adhered to by all suppliers and the venue and is directed by the Project Team. The compiled information contains all the event details including contact names, access and set-up times, room layouts, delegate lists, timings, accounting details and a full running schedule. For the AV side we recommend and work with experienced suppliers to understand and deliver your set, staging and live production requirements.

Accommodation Management

We work with hotel and venues internationally on a daily basis and understand how they work and operate. We would look to work in collaboration with a Local DMC to provide room blocks with release dates for delegates – we would look to organise an online booking system for each hotel in the vicinity of the main event venue where the delegates can book up to a month prior to the event on negotiated rates. Our expertise in managing delegate accommodation bookings will reassure you of a smooth run event.

Online Registration System
Delegate Management

We can build Online Event Website and Delegate Registration tool.  Benefits are that the systems can be integrated and you have only one point of contact for any amendments required plus you will have your own dedicated web co-ordinator within the MYT team.

The Registration website is a safe platform for delegate payments and opportunity for customisation of the fields and data you want to gather from the delegates.

  • Reporting function with online hyperlinks allows you to see the live registration data and also makes weekly and monthly payment reconciliations significantly easier.
  • The registration website has a functionality of a dedicated email address for delegate emails such as Visa Letter, Payment reminders, general updates and any other custom email you might need to send out to your attendees.
  • MYT will deal with the management of the database and all registration queries, as well as reports on registration update.

MYT excel in managing the process of registering for an event greeting your delegates and guests in a professional manner and acting as an information point for the duration. With delegate and venue liaison you will be free to concentrate on the content of your event and participating with your delegates.

  • Providing support for delegates obtaining visas and sourcing the most effective and efficient travel solutions.
  • Employ the latest state of the art online software solutions as described above to make this process as transparent and simple as possible for delegates, sponsors and organisers.
  • Recognise the stress that event registration can cause guests and offer a range of contact methods to suit your requirements.
  • Identity and badge systems that can produce and manage a range of different types of visual information.
  • Complemented with branded or generic lanyards, source delegate gifts and event branded souvenirs as required.
  • Dedicated contact number available for delegates manned throughout the event to ensure any issues can be dealt with.

Programme Management including Speakers & Audio Visual

MYT offer full speaker/convener management and will work with the Programme Committee to assign Session Convenors to the programmes.  Speakers/Convenors will be invited to register for the event and MYT will assist in organising a system to be set up to coordinate the call for abstracts, including online submissions, collate their presentations, biographies and ascertain their equipment requirements.  MYT will provide travel and logistical support for VIP speakers and oversea the diary management of the VVIPs.

Social Events

MYT will work with the local partner and Destination Management Company (DMC) to ensure a Tour Programme is put in place for any delegates wishing to undertake pre or posts tours to the event. MYT will work with a local DMC to co-ordinate the most appropriate cultural theming and entertainment for the Welcome Reception and Gala Dinner and act as the main liaison with all on-site providers, including venue management, caterers, transport company and AV suppliers.

On-Site Event Management

This is an important consideration for a well-run event. MYT will act at the main liaison with all on-site providers, including venue management, caterers, AV suppliers, DMC, transport etc.

The registration team will greet your delegates in a professional manner.  The registration team ensure that all delegates and guests are made aware of relevant information, housekeeping or updates on arrival. They also manage the distribution of welcome packs, event literature and security/identity badges.

Evaluation & Conference Report

MYT will produce a final Evaluation report which will include a list of all attendees, no-shows and registrants on the day, plus a full feedback document on what worked well and what improvements could be made after reviewing evaluation forms from the delegates.  MYT will also provide a full and final reconciliation of the accounts to enable the books and records to be audited.

Get in touch now

We would love to hear about your next event and discuss how we might be able to help.