Each conference will be managed by a Globewerks conference director, who will be supported by his/her team of conference support staff. We therefore become an extension of our clients’ committee. Our clients do not want to be bothered with the nuts and bolts of running a conference. They just want to get the job done and that’s exactly what we do for them. Our services can be customised to suit the event’s needs. We can organise the entire event, or we can assist with certain components – wherever and whenever needed :
At the onset of the project, our team will draw up master project plan with timeline and milestones. This will be communicated to all members of the project of the team, including client’s and partners’ team members. This way, the entire team is fully briefed of the major milestones and goals of the project. Thereafter, our team will monitor and ensure that project plan and timeline are adhered to by all parties involved, whilst making adjustments along the way for those unforeseen hitches.
Promotions and Publicity
We support our clients to develop and implement promotion strategies to raise awareness of the event and for attendance building purposes.
We regard every event as a “business entity”, with its own sets of accounting procedures, guidelines and P&L. We work with our clients to manage each project’s budget and to ensure that the budget is on track right till the fruition of the project.
Speakers Acquisition/ Programme Management
Working with our client’s committee, we can assist in the development of the programme and acquisition of the speakers. Upon the speakers agreeing to participate in the event, Our Programme Team can assist the speakers with their travel arrangements and will liaise with the speakers for their materials (bio, photo, abstract, etc) towards the development of the event collaterals eg. programme book, abstract/proceedings, etc.
Abstract / Call for Paper Management
We support your Scientific Chair on the entire abstracts/call for papers process from developing the format of the call for paper to co- ordinating the distribution of the call for papers; to receiving and scoring abstracts; to poster hall management. All these are processed online through our partner Registration and Abstract Management Systems.
We believe that all successful events hinge on the proper management of the registration component. Our registration specialists will track each participant from their flight details, meals preference, attendance and various break-out sessions, registration fees, accommodation and transport requirements – from their arrival to departure from the host country. The data collected on each participant will be continually cascaded to the various parties involved in the project.
Sponsor / Exhibitors Management
Our support for this component includes the preparation of the sponsorship / exhibition sales prospectus, sales of sponsorship opportunities and exhibition space, management of supporting vendors (freight forwarders, stand contractors, etc), ground handling of exhibition site from build up to tear down. At Globewerks, we go beyond just selling booth space. We will advise the potential exhibitor how they can maximize their participation from the exhibition – from making sure they get their access passes to making sure that they get traffic to their booth. Prior to the event, we can also produce press release and organise press events attract news / media to their booth.
Logistics and On-site Management
As the project lead, we will hire, instruct and manage temporary conference staff (ushers, security officers, room monitors, timekeepers etc). Our support extend to the preparation of conference materials/giveways, writing of Emcee’s scripts, conducting rehearsals and various other “nitty gritty” tasks that are necessary for the execution of the event.
Social / Tour Programme
Together with our client and sometimes with the support of a Destination Management Company (DMC), we design various “experiences” for all delegates and their accompanying persons by way of Gala Dinners, Hospitality Lounge, special tailored sightseeing/pre-post tour programmes.
Based on the event’s requirements, we will shortlist and site inspect the possible venues, negotiate and contract on clients’ behalf and manage the rooming allocation and allotment. Once registration process commences, we will work closely with the venue on the participants’ bookings and changes to their reservations.
These job scopes are not exhaustive – as you know, the work of a PCO can never be cast in stone due the different demands of each event.
Our team is a group of experienced, creative and above all enthusiastic people. These qualities, coupled with our flexibility, help us to give our clients truly effective value added conference management services.
Our goal is simple – to manage every conference with flair and maximum attention to detail. We are confident that together we can deliver a successful and memorable event that will be the talk of your community for years to come.