event management

DELEGATE MANAGEMENT AND ASSISTANCE

 

 

MANAGING THE NEEDS OF INDIVIDUAL DELEGATES

Communication is the key, and at every contact we ensure delegate queries are handled promptly, and with care and consideration. No question is too silly, no request too trifling.

We set out to ensure that every delegate will feel valued, that they have been heard, and their issue is dealt with positively. At every step of the way, we see our role as enabler and helper.

DELEGATE ASSISTANCE

EMP becomes the Conference Secretariat Office and as such, will deal with all day-to-day email and telephone inquiries relating to any aspect of the meeting or event. Our whole team will be across your event, we don’t believe in working in silos.

 

INTERNATIONAL DELEGATES

We manage many international meetings so we know how important it is to manage the expectations of international delegates.

We will advise and assist wherever possible when Visa applications and financial challenges are experienced.

Where required, we will manage the implementation and process for funded delegates and scholarship recipients.

 

 

ACCOMMODATION

It’s important that delegates can have accommodation options that have been tried and tested as within budget, safe and fit for purpose. We source and contract rooms at a range of convenient hotels close by or adjacent to

the main meeting venue and apartments that meet our strict selection criteria and provide delegates with a financial benefit through our group buying power.

 

ORGANISING COMMITTEE SUPPORTOMMITTEE SUPPORT

Once EMP is appointed to manage your event you can relax and hand over the day to day work to our expert team of professionals. We become your administrative arm, doing all the secretariat stuff like:

• Scheduling meetings
• Preparing the agenda
• Taking the minutes
• Distributing the minutes
• Keeping everyone on track against the responsibilities outlined in the Critical Path
• Providing a range of real-time statistics, trends and financial summaries at every meeting.
• Supporting the Organizing Committee every step of the way to ensure a successful meeting/event

 

 

BUDGET AND FINANCE

We understand that financial risk is one of the elements of an event which most committees want to mitigate. Our extensive experience and knowledge at managing financials, provides reassurance and takes all of the burden out of looking after this important component of the event. We do this whilst always providing full transparency and financial reporting to the committee at regular intervals.

• The success of nearly every event we manage is measured not only in delegate experience but also by the net budget result. We have a proven track record of producing positive results for nearly all budgets we manage with varying surpluses ranging from 5% up to 20% of total revenue received.
• Using robust financial management tools we document all income and expenditure in the most transparent and ethical way. We scrutinize every expense and make sure it matches the initial quote. Your money is treated with the utmost care (as if it were our own) so no careless spending and all savings are passed on. Revenue is equally well monitored and documented so we know where every penny came from, how it was received and it is reconciled at regular intervals.By the way, we don’t take hidden commissions or mark-up invoices (yes sadly some others do this).