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The department covers all functions that go in to achieving a successful event. The definition of success is that all 3 parties, exhibitors, visitors and organizers must deem the event to have been a profitable exercise.
Success is achieved by ensuring the appropriate number of specialist companies book exhibition space, that the event is successfully marketed to correctly profiled visitors, that those visitors do attend and are sufficiently impressed to make subsequent investments with the exhibitors.
Details of the departments exact capabilities are as follows: (all or some of these functions may be required for a particular project)
- researching markets to identify opportunities for events;
- liaising with clients to ascertain their precise event requirements;
- producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
- liaising with clients and designers to create a brand/look for the event;
- securing and booking a suitable venue or location;
- liaising with newspapers, TV, radio and other media;
- writing press releases or briefs in order to gain maximum exposure for the event;
- ensuring insurance, legal, health and safety obligations are adhered to;
- co-ordinating venue management, caterers, stand designers, contractors and equipment hire;
- planning room layouts and the entertainment program - scheduling workshops and demonstrations;
- organizing facilities for car parking, traffic control, security, first aid, hospitality and press;
- identifying and securing speakers or special guests;
- co-ordinating staffing requirements and staff briefings;
- selling sponsorship/stand/exhibition space to potential exhibitors/partners;
- arranging accommodation for exhibitors and/or delegates;
- preparing delegate packs and papers;
- creating, implementing and monitoring marketing (to potential visitors) and PR plans – including (in the case of “vertical market” trade shows, direct telemarketing to selected VIP visitors in the run up to the event ;
- organizing the design , production and distribution of tickets, posters, catalogues and sales brochures;
- co-ordinating everything on the days of the event to ensure that all runs smoothly;
- handling client queries on the day and troubleshooting exhibitor and visitor problems on the day;
- overseeing the dismantling and removal of the event, and clearing the venue efficiently;
- post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
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