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Bid Document Support
We provide every assistance required with the preparation of the bid document and full support throughout the bid process. We work with the organiser to enlist the support of the appropriate state agencies and are happy to travel to the destination in which the bid is being made.
Venue Search & Co-ordination
We suggest venues that suit the requirements of the conference. Based on the requirements and specifications of the conference, we research the best options available and present them to the organisers. We also co-ordinate all services at the selected venue.
Accommodation Selection / On Line Booking Service
We select accommodation appropriate for the conference and fully manage the room blocks at all standards of accommodation, from budget options to deluxe 5 star hotels. We have excellent relationships with the hotel industry in Ireland and our objective is to deliver competitive prices to conference delegates. By using our in house conference software, Events Pro, real time online hotel bookings can be accommodated.
Site Inspections
We can assist with site visits to potential venues proposed in the bid document to view the facilities available. We are happy to set-up and accompany clients on these trips and offer every advice.
Budgeting & Financial Management
Budget and financial management is critical to the success of any conference. We will prepare budgets, manage dedicated bank accounts, process payments and produce full financial post-conference reports.
Web Design
We can translate your ideas into a dedicated conference website, which can be updated on a daily basis and is fully integrated with our state of the art online registration and accommodation system.
On Line Abstract Handling
Our conference software allows us to handle this aspect of the conference programme. We can offer your conference a flexible abstract management system that includes online abstract submission and review.
On Line Conference Registration
The Conference Management System we use is ‘EVENTS-PRO’ – this is a full conference management system which can be tailored to suit the needs of each individual conference. Online registration allows delegates to register for the conference, book accommodation and social programme via the Conference or Association website as well as enabling secure automatic credit card payments. Registrations can also be taken simultaneously by several other methods: email, fax and post.
Audio-visual Co-ordination
We discuss the Av requirements of the conference and based on these we review the AV capacity of the selected conference venue and work with suppliers known to the venue to provide any AV services required.
Exhibition Management
We handle all your needs, from bookings to stand requirements, sales and organisation. From conception to completion, we can organise all aspects of your exhibition, including the layout and floorplan, space sale, coordination of booking contracts and venue logistics.
Conference Publications / Material
We co-ordinate conference programme printing / name badges / satchels. We source suppliers for such services and reflect the options to the local committee.
Publicity & Promotion
We arrange for the posting of conference material if applicable, also the sending out of promotional ezines to potential delegates if appropriate.
We can co-ordinate the mailing of any printed items which usually include the First Announcement (printed document or notice by email) and Conference Brochure
Usually there is a membership/delegate database and we post/email announcements to contacts listed on this database.
Funding & Sponsorship
We assist you in sourcing sponsorship opportunities for your conference, potential sources are industry contacts and government agencies.
Catering
Abbey Conference & Corporate provide full co-ordination of all catering/banqueting requirements of the conference. This includes catering at the various venues for lunch, morning and afternoon coffee receptions, gala dinner and catering associated with exhibition and other meetings outside the main conference venue.
We advise on locations and menu options at all venues and deal with suppliers to ensure that everything runs to the satisfaction of the organisers.
Social Programme & Tours
We suggest tailor-made programmes for delegates and accompanying persons, along with pre- and post-conference tours. Whatever your needs are, we will work with you to create a suitable tour programme which complements your event, using our expertise and broad range of contacts in visitor attractions and tour venues.
On Site Management
One of the greatest areas of added-value to any conference client is on-site management where we take care of all the logistics and use our local knowledge and above all our supplier relationships to ensure the smooth running of the conference.
The on-site services we co-ordinate include:
- On-site Registration
- Venue Liaison
- AV Co-ordination
- Catering
- Transportation
- Conference Dinner / Entertainment
- Information/Hospitality Desk
Multi-lingual staff are available on-site to cater for delegate queries and questions.
Transportation
From Meet & Greet at the airport of arrival to co-ordinating and managing departure/arrival lists, we offer a full transport management service providing top quality coaches as well as VIP chauffeur service.
Administration & Support
We provide professionals who will underpin the smooth running and success of the conference. Above all we will become your extended team working in partnership with the Association / Organisation to ensure that the meeting will be a hugely successful event.
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