Conferences & Special Events

FPD operates Events Interactive (Ei), acquired from our technology partner, Amlink Technologies based in UK and Australia. This advanced delegate administration software enables FPD to offer the full range of electronic delegate management services to our clients.  This feature rich software product provides a new level of flexibility to our clients and demonstrates a greater degree of streamlining and cost effectiveness with the opportunity for delegates to completely register themselves on-line including the option of returning and editing their registration data in a fully secure environment.

At an operational level FPD provides the following services:

  • Venue management
  • Supplier management (Audiovisual, banqueting etc)
  • Speaker management
  • Delegate registrations
  • Abstract management
  • Exhibitor management
  • Scholarship management
  • IT and conference website design
  • Safety and security services
  • Medical services
  • Speaker management
  • Media coordination and press centre management
  • Document production – call for abstracts, programme, posters etc
  • Accommodation, travel and tours
  • Creative Conceptualisation and Development

Our convention planning and co-ordination services include, but are not restricted to the following:

  • Attend/receive client briefing and profiling the event
  • Determine/anticipate service requirements
  • Preparing a quotation and service agreement
  • Develop and management of the project document with critical paths/milestones
  • Develop creative concept
  • Develop HR and reporting structure
  • Draft expense and revenue budget, determine break event and minimum registration numbers
  • Determine financial & operational risk
  • Set revenue targets
  • Develop the programme together with the client:
    - Prepare programme outline
    - Set final programme
    - Conference theme and sub-themes to be developed by client
    - Presenter Liaison (presenters selected & content brief by client)
    - Receive abbreviated CVs
    - Receive presentations
    - Draft detailed order of proceedings
    - On-site speaker assistance
  • Auxiliary service provider adjudication, contracting and briefing (cost of these outsourced services is excluded from the management fee and is carried on the conference budget for payment by client to subcontractor/s directly):
    - Venue (including site visit with client)
    - Room allocation (plenary, parallel/breakaway, exhibition, lunch, cocktail, registration area, organizers office, presenter preparatory/lounge, etc.)
    - Set-up requirements
    - Banqueting (menu setting for meals, beverages & bar limits and special dietary requirements)
    - Directional signage
    - Disability access
    - Billing/signing authority
    - Function sheets
    - Audiovisual
    - Sound (mixers, amplifiers, microphones & speakers)
    - Lighting (standard, spot & intelligent)
    - Data projectors & screens
    - Equipment for MS PowerPoint displays (laptop with software linked to data projectors and sound system)
  • Information technology
    - Conference website/webpage development
    - On-line registration form
    - On-line presenter paper submission
    - Computers (on-site registration)
    - Bulk e-mails
    - Computers for on-site registrations
    - Production of CD-Rom report with presentations
  • Graphic designers
    - Conference logo
    - Conference/corporate identity for printing and electronic use
    - Conference programme book
    - ID tags
    - Master slide
    - Proof reading of documents
  • Printers
    - First & Second announcements
    - ID tags
    - Banners
    - Directional signage
    - Delegate lists
    - Conference assessment forms
    - ID Pockets and Lanyards (colour coded to registration category)
  • Security
    - Special event security personnel for access control & disaster management
    - Static security (overnight) for exhibition and equipment
  • Amenities
    - Delegate bags/folders
    - Presenter gifts
    - Delegate handouts
    - Trophies/plaques
    - ID Pockets and lanyards
  • Destination management
    - Accommodation – negotiations for room rates and complimentary rooms at net rates
    - Transfers from airport/hotel/conference venue
    - Flight reservations (appointment of travel agent)
  • Exhibitions
    - FPD has the ability and experience or organize and manage exhibitions at conferences. To develop floorplans (to scale), draft exhibitors briefing documentation and co-ordinate exhibition set-up. For larger exhibitions, 50+ stands, FPD works closely with a dedicated exhibition management company to ensure the success of this activity.
  • Set-building
    - Custom stages, props & draping can be done on request by the client. FPD to liaise with provider for set-up instructions and the brief.
  • Entertainment
    - Entertainment can be arranged for the opening of the conference and for special functions. FPD to liaise with agent/provider on client requirements
  • Marketing & Communication
    - Co-ordination with public relations company to develop marketing and communication strategies, the rollout of these strategies and actions
    - Media co-ordination
  • On-site personnel
    - On-site registration officers. One manager is required and one registration officer per 50 delegates minimum for rapid on-site registration / accreditation processing (if registration/ accreditation is done an hour before event commencement)
    - On days where on-site Registration/accreditation is not required, one person per 100 delegates will remain to serve as hostess/es.
  • Auditing of bank account.
    - FPD can open a dedicated bank account for all deposits and conference expenses. We can process credit card transactions and produce statements as required. This account will be audited by an independent auditing firm on closure of the event.
  • Participant Management
    - Setting up of database
    - Design registration form
    - Design invoice
    - Draft confirmation letters
    - Receive on-line and faxed registration applications
    - Capture demographic information of delegates
    - Register delegates according to pre-set criteria
    - Produce invoices
    - Disseminate invoices with payment advice (postage charges for the account of the client)
    - Reconcile database with payment received in conference bank account
    - Process credit card payments (at a cost of 5% of the transaction amount for the client’s account – fee set by bank)
    - Disseminate registration confirmations
    - Produce reports
    - Full event status
    - Registrations in various categories
    - Delegate lists
    - Debtors & Creditors
    - Dietary requirements
    - Print on-site registration envelopes
    - Print duplicate invoices/statements for registration envelopes
    - Bulk reminder e-mail to delegates (can advise of latest information, road works etc.)
    - Final delegate list
  • Sponsorship recruitment
    - FPD can assist with the setting of sponsorship targets and determination of fees and sponsorship benefits.
    - We can also draft the sponsorship prospectus and benefit package
    - The actual recruitment is usually not done by FPD. We can assist with the appointment of a sponsorship agent should the client not wish to conduct this activity.
  • Conference evaluation
  • Processing conference assessment forms and producing report.

Our scope of services is not limited to the above listing. The conference project will determine the range of service requirements. If additional services are required, we will gladly provide more information.