The Gold Management Service encompasses all the elements of the Bronze and Silver Service and will ensure the smooth running of the logistical elements both prior to and at the event itself.
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Provide a Project Manager and Assistant to work with the client and provide personal, dedicated assistance throughout the planning process and at the event itself.
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Attend regular planning meetings with the client; produce planning timetables, working documents and regular financial updates according to the changes in requirements.
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Deal with all financial aspects of the event, including the issuing of invoices as the suppliers require funds.
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Provide creative production and audio visual services.
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Create theming and decoration for any aspect of the conference/event.
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Arrange printed badges, table plans, place cards, conference documentation, agendas, menus, invitations, signage etc (an extra charge is made for the actual print items).
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Issue constant computer updates of delegate information, travel arrangements, bedroom and catering requirements.
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Provide a telephone/fax or on-line service for delegates seeking information, queries and delegate information - incoming or outgoing.
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Arrange transport including flights and ground transportation and provide liaison with individual passengers as necessary.
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Ensure suppliers final accounts are sent in good time, reconcile all invoices and
produce a final account and invoice.
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Produce a post event report and despatch follow up letters as necessary.
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Provide a management team at the event for full support on site.
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Arriving at the venue well ahead of the delegates to check all arrangements are in order.
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Constantly liase with the client event organiser to ensure all elements are in order and to assist with any requests.
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Provide an information point for all delegates and the client and liase with the venue and suppliers accordingly.
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Provide a meet and greet service at the point of arrival.
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Ensure delegates luggage is delivered to bedrooms.
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Register delegates at a special courtesy desk.
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Distribute badges and any other conference documentation or gifts.
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Provide secretarial liaison service and central point for distribution and receipt of documentation, faxes etc.
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Erect and maintain signage to direct delegates throughout.
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Provide personnel to direct delegates at all times as appropriate.
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Look after any VIPs and guest speakers.
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Ensure that the production/audio visual element of the conference is managed and running smoothly, throughout the event.
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Ensure that those who wish to rehearse are in the right place at the right time and that all their requirements are met.
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Ensure that all other suppliers arrive on time and provide the goods and services as requested
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Ensure that all catering is served on time, according to whether the meeting is running early or late at the breaks and that there is no queuing.
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Check the service provided by the venue at all times.
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Check all table settings, menus and special diets.
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Manage any off site activities and ensure they run to time and smoothly (if applicable).
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Provide departure assistance and ensure accounts are in order. |