THE WAY WE WORK IN A NUT-SHELL
We'll get into the nitty-gritty details in a minute, but the key-message we want to get across to you here is that we do everything it takes to produce your next super successful event.
Seriously, we mean that! The last thing you want to hear a week before your event is "Sorry, this is not really within our scope of work." So whether it's in our contract or not, if it's necessary to hold a great event, consider it done!
And this is exactly what we mean by END-TO-END event management services. We don't focus on delivering the various services we agreed on. We obsess with an event you'll be proud of for many years to come.
Need more details? Read on. It's a lot of content from here onward, but if you're serious about hiring us, you'll want to read this.
This is where it all begins; translating your initial idea into a solid concept for a conference or forum. This where we ask and answer the most pressing questions pertaining to your planned event. What is it all about? Why is this important? Who needs to attend, and why? What is the desired outcome and impact? Is a local, regional, or global event? What other similar events are being held by others, and why are those successful (or not)?
We also start looking at some numbers at this time. What's the budget and how much will it cost? Is the event for free or will you charge delegates to attend? How much will we need to raise in sponsorships? Are there any donor agencies who may have a vested interest in the topic and could therefore be willing to fund part of the expected costs?
And of course no concept paper is complete without a high-level time table. What are the various working phases involved? When do they begin and end? What are the critical milestones we need to keep an eye on? All of these questions - and the some more - will be thoroughly addressed at the out-start so you know exactly what you're getting into.
CONTENT, CONTENT AND MORE CONTENT
A main reason why people attend conferences and forums is for quality content. Content that's current, trending, and that's hot. And quality content is what will outlive all else of any event..
This is why we spend tremendous amounts of effort and time to research your conference's theme/ topic, and along the way involve as many people and stakeholders as possible. Ultimately of course, this will translate into your agenda and roster of speakers and panelists.
All content is then converted into a marketable concept paper, conference booklet, brochure and other collateral materials, event agenda, and of course - a complete website with all the bells and whistles that will be needed down the line.
YOUR SPEAKERS AND PANELISTS, YOUR EVENT AMBASSADORS
Now that you have the ideal theme and content, you need people to deliver that in impactful manner. Here's where we recruit magnets (keynotes and speakers who attract registrations), and a group speakers and panelists who are not only subject matter experts but are also superb communicators.
Then there's also the matter of recruiting great moderators, discussion leaders, and masters of ceremonies who are blessed with the rare skill of keeping people attentive, alert, and foremost all - seated between sessions.
And the beauty of it all, imagine the extent you can enhance the quality of your content to once you have this magnificent team on board and they start collaborating with us on the event and their respective sessions. It sometimes takes months, but it always pays off at the end.
SPONSORSHIPS AND FUNDRAISING
Proper conferences have a way of costing quite a bit. Although only a few of the events we work on aim at making a profit, no organization can afford to create a "black hole". At the very least, your event needs to carry its own weight and break even, right?
The is why we will help your organization to seek out the right sponsors for your brand. Sponsors that not only share your values in respect of the subject matter, but sponsors who are also willing (and happy) to support you financially so that it all becomes feasible and possible.
So to secure you the funds you will need, we first calculate a detailed and accurate budget so we all know what it'll take. Then we break down the amount into packages with different appeals and benefits, identify suitable sponsors from our massive database, prepare a really cool looking sponsorship package, and start pitching it all out.
But we don't stop there. We get the contract signed, invoices issued, and make sure your money is collected in due time so your cash-flow stays healthy and positive throughout the event planning and management cycle.
MARKETING & PROMOTIONS
Like all else in life, your event won't market itself. Regardless of how well preparations are going, if the room isn't full it'll be a waste of time and efforts. Plus, you're not only competing with similar events, but more importantly, you are competing on people's time. Time they're willing to spend outside their offices attending forums and conferences.
This is where our marketing does its magic! By using an effective arsenal of communication tools, we not only make sure people get interested in your event and sign up, but also ensure they stay on board and don't end up canceling their registrations later on.
And being the marketers that we all are, our approach is not an ad-hoc one, but one that's built on sound marketing planning; identifying the target audiences, their needs and aspirations, designing compelling key messages, and building a tactical marketing plan that drives the message home.
This is a part of our work that happens mostly in the background, but that's nonetheless as important as all others. By using several proven tools, receiving and managing registrations is a seamless and live process. And participants get to self-manage their data as needed so what ends up being printed on their badges is 100-percent correct.
Plus, you will have 24/7 live reports and statistics via an online dashboard and automated reports so that you'll always know how your event is coming along. Our systems also issue invoices, collect payments, handle refunds, and otherwise manage all money-related matters so your team won't have to hassle with the paperwork.
Last but not least, printing badges is done in a breeze and last minute registrations or alterations can easily printed out onsite without creating chaos. We bring along our complete setup - including secure and high-speed internet connection - retrieve records, make changes, push a button, and out comes the new budget in a matter of seconds.
PRODUCTIONS, PROCUREMENT, AND ALL THE OTHER FUN STUFF
This is where we roll up our sleeves and work on the ground. Once we've finished all the designs and artwork, we get busy procuring and producing all these materials that collectively will make your event look so gorgeous.
Chances are, you've got your own set of policies and procedures to procure goods and services. Those differ from client to client, but we always abide and play by the rules. After all, we wouldn't want you to get into trouble with your internal auditors once the event is over, right?
Once we've chosen the best vendors (and we focus on value for money), we process your purchase orders and monitor production, installation, and quality control. Here's where we make sure you get what you paid and then some more.
This includes - but is not limited to - branding items, sound and lighting, food and beverage, badges and lanyards, t-shirts and uniforms, filming and productions, internet access and technology ... and about everything that'll be needed before, during, and after your event.
You can't even begin to imagine the flood of request we'll receive and handle as the event gets closer and closer. Starting from simple tasks such as visas for non-local delegates to complex travel requirements for key speakers, we've got it all under control.
Logistics also includes important and exporting goods and materials, especially from exhibitors and sponsors. This sounds trivial, but if you have ever tried to import and re-export anything, you'll have an idea what this entails. Our insights into legal requirements, rules, and regulations play an important role here as one missing document could easily turn exporting samples after the conference into a nightmare. But that's something we won't bore you with of course and handle in the background.
Logistics also includes arranging transportation requirements, such as airport pickup/ drop-off, and shuttle busses (particularly when the event is held at the Dead Sea). And then there are always logistical requests from some speakers and delegates who would like to visit some touristic sites in Jordan. Loving our heritage the way we do, we wouldn't want to deprive them from this pleasure of course and do all we can to make sure they have a blast while visiting our beloved Jordan.
ON-SITE AND VENUE MANAGEMENT
Your event is in 48 hours and it's getting serious. A small army of people is on sight installing countless items, food and beverage people are frantic, delegates are beginning to arrive and want to be pampered, and everything is happening at once.
It'll seem overwhelming, and it'll seem chaotic. But this is our element. This is when you'll see us as fish in water. This is where we belong, and this is what we love to do. In fact, the more you stay away from the details, the happier we will all be. This is a core function of what you hired us for. And we're brilliant at it. So relax, enjoy the show, and focus on practicing your opening remarks and welcome speech :-)
And to put your mind at ease even more, our team will camp out there. We're not leaving the place until every tiny detail has been attended to (right down to inspecting restrooms to make sure they're properly cleaned). Again, your friendly neighborhood event management team at your service.
The end of an event by no means the end of our work. A lot remains to be done after the curtains close and the standing ovation is over.
For one, all financial matters need to be settled. There's going to be lots of bills that need to be settled, and which we make sure they are correct and in compliance with what you agreed to. Sometimes, there are also accounts receivable we need to collect, although we make sure these are in your bank before the actual event begins.
Then we need to run a post-event satisfaction survey. We'll all be keen to see the extent to which our audience was satisfied and happy with their recent experience, right? This involves an extensive survey that needs to be built, distributed, collected, and then analyzed. Once that's done with, bingo, you have your complete event report which documents all there's to know so you can capitalize on the lessons learned for your next conference.
Finally, we wrap up documentation. We will provide you with all the working files that have been created/ used for your event as those are your property. And once we've collected all pictures and videos, we'll use our super-fast internet connection to upload those to your social media platforms so you can show off what you've just accomplished.
LAST BUT NOT LEAST, DILIGENT PROJECT MANAGEMENT
Planning is they key to successful implementation. And we sure master this part. With our online project management portal, you are in-the-know at all times, have access to all related files and discussions, and can monitor our progress in real-time mode.
But we don't rely only on technology, which is why we always hold weekly or biweekly team meetings with our clients. After all, there's nothing more fruitful that face-to-face meetings that wind up being brainstorming sessions.
Project management also includes budgeting and reporting, escalating issues as the arise, and having contingencies readily at hand in case things don't pan out as they were planned (which is usually the case; but we're totally okay with that and in fact expect lots of surprises).