Conference management software

Organising or leading conference can be a logistical tornado, and the conference management software package is here to help make your job easier!

The conference management software modules are ready to go, but should they need time to develop for your conference, please ensure you give time for this software development.

The online software software system  have been created to be standalone, or as part of a larger package and include software modules such as:

• Calendar - Online booking software
• Contacts management software
• Document management software
• Optimising websites for conference advertising
• Biometric access software
• Online assessments for delegates 
• Quotes and invoicing system

To consider when organising a conference /event:

• Co-ordinating all conference events and handling administration throughout including administration regarding speakers, session chairs, delegates and exhibitors.
  
  
• The handling of the registration desk during the conference and workshops. (Multiple registration desks should be used and clear and comprehensive signage provided)
  
  
• Conference and workshop venues including breakaway rooms. Room set up according to specifications and conference equipment.
  
  
• Check administrative services like telephone, photocopiers and fax machines are available
  
  
• Designing the conference programme designed and print.
  
  
• Creating name tags for delegates, speakers, chairs, exhibitors, committee members, etc.
  
  
• Sourcing and packing of conference bags.
  
  
• Management of sponsorships and promotional material and the compilation of a sponsor list.
  
  
• Arranging adequate conference parking.
  
  
• Planning and managing the exhibition. This will include:Sourcing and wrapping gifts to speakers, sponsors, etc.
  • getting quotations for exhibition shells and arranging the set up of the exhibitor stands
  • liaising with exhibitors and handling all correspondence with exhibitors
  • facilitating exhibitor requests and requirements
  • arranging Internet access in cubicles as needed (to be paid by exhibitors)
  • clearing all vendor/exhibitor/sponsor promotional material through Customs
  • running the exhibition during the event
  • managing the break up of the stands after the conference
  • maintaining an exhibitor spreadsheet
    
    
• Organising a social event / evening function (incl seating plans and place cards, if required)
  
  
• Providing flower arrangements as specified
  
  
• General crisis management during the conference and workshops
  
  

Other areas of management required for a conference:

• Conference promotion and advertisement
• Planning of the conference programme
• Venue booking and payment
• Travel arrangements and accommodation of keynote speakers
• Committee accommodation
• The arrangement of delegate transport between venues
• Requests for sponsorships and exhibitor invitations
• Pre-conference registration, delegate payments and the compilation of a delegate list
• Post conference evaluation forms
• Thank you notes

Optional extras that you can include in a conference:

• Program design and printing
• Conference bags
• Name tags
• Exhibition stands
• Gifts to speakers, sponsors, etc.
• Flower decorations
• Any other expenditure as required

List of possible suppliers/help sites:

Design for Print - help with flyer, brochure and banner design

Contact n Supply bulk designed packaging and plastic bags

Event Gear - Sound and lighting equipment hire

Fourways Minuteman Press

For more information on conference management software

Email:sales@intoweb.com

Tel: 010 312 5210