SAVETCON Services offered

    ADMINISTRATION IN THE PLANNING STAGE

    Establish committee structure and responsibilities

    Prepare congress/event critical path

    Plan a meeting schedule

    As the congress/event secretariat, SAVETCON will be the sole telephone and mailing address for the congress/event

    Handle day-to-day enquiries from delegates, speakers and guests

    Attend all committee meetings

    Assist with planning and implementing the budget

    LOGISTICAL PLANNING AND ARRANGEMENTS

    Congress/Event package and literature

    Congress/event theme and Logo

    First announcements

    Registration documentation

    Welcome letters/general information

    Final congress/event programme

    VIP's and Special Guests

    Arrangements for security and safety

    Ensure appropriate protocols are followed when dealing with VIP’s

    Ensure appropriate arrangements regarding a welcome reception at the airport/venue

    Suggest and source all delegate/VIP/corporate gifts

    Congress Venue

    Manage all communication with the venue management team

    Provide on-site management expertise. Communicate all requirements to the venue in writing and follow up on regular basis

    Regular meetings with venue staff to ensure the smooth running of the event

    ON-SITE MANAGEMENT AT THE CONGRESS/EVENT

    Congress Registration and other support services

    Man the registration desk during programme times

    SAVETCON will provide adequate and competent staff to manage an office at the congress venue

    SAVETCON will provide administrative services to speakers and delegates

    Congress Coordination

    Organise announcement of possible venue changes or transport arrangements

    Co-ordinate seating plans at congress venues and functions as specified by the Committee

    Arrange and manage audio-visual equipment for speakers and equipment needed for social functions

    Manage on-site administration of fax, telephone and photocopying facilities

    Congress Liaison

    Liaise with members of the press, as required

    Manage the printing of congress proceedings or copying of a CD containing congress proceedings and its distribution to delegates

    Post-Congress Administration

    SAVETCON will handle all post congress administration, including thank you letters, and finalise finances in coordination with the financial official.

     

    Exhibitions

    Exhibition planning

    Assist with selling of exhibitions space

    Floor plan, exhibitor manual, functions to interest and sell to Industry

    Manage exhibition

    Financial Administration

    SAVETCON can assist with obtaining sponsorships

    SAVETCON will compile a comprehensive event budget

    Registration fees will be formulated according to the budget

    A set of computerised books will be opened in coordination with a bookkeeper and the congress will be run through these books

    Monthly management accounts will be produced as well as other financial requirements enabling tracking of income and expenditure in relation to the approved budget

    The congress financials will be independently audited at the completion of the event. This is a third-party cost and needs to be included in the budget.