Specialising in conference operations and speaker liaison, Phoebe Bugden offers over 20 years of experience in working in the conference industry. From full event management through to hands on site work, PB Conferences will be integral to the success of your event.
Conference services:
Take your pick! See what you need to ensure that all the elements of your event are successfully brought together to ensure everything runs smoothly.
VENUE MANAGEMENT
- Venue research
- Site inspections and feasibility studies
- Contract negotiation
- Full function order management.
- Point of contact on site for venue staff
SPEAKER MANAGEMENT
- Liaison with and coordination of programme committee
- Invitation and confirmation of speakers
- Maintenance of detailed speaker database
- Co-ordination of abstract, biography and paper submission
- Request and collation of all speaker biographies and photos and website updating
- Compilation of complete participation packs including presentation protocol
- Arrangement of speaker conference calls / pre conference communication
- Compilation and distribution of detailed chair and moderator briefing notes
- Co-ordination of speaker travel and accommodation requirements
- On site management, meet and greet for all speakers
- Full liaison with technical crew on site with speaker requirements
- Compilation of speaker evaluation process
- Post event speaker thank yous
- Post event presentation management
SPONSOR AND EXHIBITOR MANAGEMENT
- Management of all operational elements of sponsorship and exhibitor agreements
- Exhibition space planning to suit exhibitors and delegates
- Ensure venue furniture / ICT / AV provision is correct and in place
- Management and implementation of exhibitor and sponsor benefits
- Management of any separate sponsor functions
- Oversee exhibition build on site
EVENT PRODUCTION
- Retaining overall responsibility for the event venue and ancillary suppliers.
- Oversee delegate registration pre event and on site including badge provision
- Sourcing and confirming of additional event staff
- Management of AV provision
- Management of audience interaction and /or delegate networking platforms
- Stage set design and production
- Conference documentation production and delivery
- Sourcing and supply of all signage and branding
- Management of any transport arrangements
- Sourcing of photographic / video graphic requirements
- Production and distribution of on site project plan
