Organising a successful event is a major undertaking, but it needn’t be overwhelming. If you are concerned that you lack the support infrastructure to handle the administration, background work and some elements of planning, our Event Experts bespoke service could be just what you need. 

Our Event Experts will be pleased to partner you from initial planning and budgeting, through the conference itself, to preparing the final accounts.

The team have many years’ experience of organising conferences, show meticulous attention to detail and is willing to work long and flexible hours as a conference nears.  They also show creativity and flair and have the ability to work under pressure with tight time constraints.

Event Experts have successfully run conferences for many organisations including:  International Water Association, Craniofacial Society, International Association for Vegetation Science, British Chess Championships, New Chaucer Society, British Association for Applied Linguistics and many Swansea University departments.

Current costs for our support package are £2,950+VAT which is for up to 80 delegates – any additional delegates are charged at £33.00+VAT each.

Our support Event Experts package includes: 

Consulting:

• Guidance on planning your conference
• Guidance on putting together your budget
• Regular progress updates and meetings
• On hand support and advice from an expert key contact
• Establishing and maintaining deadlines and a detailed timeline highlighting key stage of event cycle

Delegate Communications:

• Design of delegate registration form
• Setting up online payments and web pages
• Receipt and processing of completed forms
• Point of contact for all domestic registration queries
• Electronic confirmation of delegate requirements and registration with joining instructions

Finances:

• Processing of all delegate fees via credit card, cheque or bank transfer
• Banking and accounting for all monies received
• Processing and payment for all suppliers, after the event
• Provision of final accounts

Delegate Packs:

• Delegate badges
• Delegate eco-friendly ‘Jute’ bags
• Delegate pens and pads
• Provision of additional appropriate venue and local tourism information
• Receipts for payment and any tickets required
• Assembly of packs
• Provision of delegate lists

Web and Printing:

• Assistance with web content
• Assistance with final programme content

The Event:

• Provide final numbers and details to internal suppliers
• Provide statistical reports on request
• Staffing of registration desk at key times
• Provision of directional signs
• On-site management

Catering:

• Assistance with menu planning for all meals, internal and external
• Provision of menus and assistance with table decor

If you need assistance in any other area of your event management, for example; exhibition management, budget management, excursions, social events and partner’s programmes, sponsorship, transport etc. We will price individually according to your conference needs. To read more about these services please click here.

For information on the Event Experts packages organised through Conference Services, please telephone: +44 (0)1792 295665 or email: conferences@swansea.ac.uk