Conference / Event Organisation, Coordination and Support

  • Posted:
  • Proposals: 20
  • Remote
  • #34328
  • Expired
Amanda C.SARAH S.Jacinta B.Uju M.Marion M. + 15 others have already sent a proposal.
  • 3


Experience Level: Intermediate
Last year we held a successful conference / info event at which approx 100 participants from UK and overseas to the London area for a 2 day program to learn about some new EU compliance and how it will affect their businesses.

We are now considering planning a follow-up event but have insufficient bandwidth to do this ourselves and if we decide to go with it we will need the strong support of someone experienced and very attentive to details with exemplary standards. They might also be required to physically attend and play a key role on the actual day(s) of the event.

We have a draft agenda and so no specific technical inputs is needed into that, and whilst we have not yet given the green light to the event, we envisage support with the following:

- liaison with event venue provider and their team, ensuring a coordinated one-team approach

- design of, or very significant input into, of event website. If you have web skills then that is a bonus, but not necessarily essential as we may also engage the person who created last year\'s site to refresh it for the new event.

- design of email marketing material and being responsible for sending out the emails to our contacts and dealing with all necessary follow up.

- set up and manage the payment and invoicing process for the event

- locating nearby hotel accommodation, negotiating rates and advising attendees of choices. (actual booking of hotel and travel is not required)

- contacting and liaising with speakers and sponsors. Raising any necessary paperwork in respect of this.

- keeping full details and records, receipts, invoices etc of the event for accounting / bookkeeping purposes.

- providing the Directors with ongoing accurate and timely information on how sales and other asespects of the event are progressing (i.e. project management.

- other related tasks as required

The description of tasks may evolve / refine further as we firm up on the event.
We are flexible to consider daily / hourly rates. We expect final decision on the event and if we will go ahead with this person requirement within the next 2-3 weeks.

If you are experienced you will also understand that during the event planning there will be additional milestones for go / no-go decisions according to response rates from attendees, sponsors etc, and so the event may be potentially be cancelled or postponed with little or no warning, and the only compensation being payment of the agreed time and rate spent to date. This aspect must be explicitly accepted by the successful bidder.

We look forward to reviewing your response.

Thank you.

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