Professional conference management

To deliver a successful meeting, an event manager is assigned to work with your committee and communicates your needs to the team in the Conference and Events Department and all event suppliers. See a list of current conferences and events.

We offer a professional conference organising service to specialist societies. Services on a chargeable basis include:

Accommodation and travel

• transport management
• travel and accommodation negotiations
• provision of all event travel requirements

Advertising/marketing

• advertisement design and placement
• media management
• publication printing and distribution

Financial management

• developing and managing an event budget
• event accounting
• profit and loss statements
• final event financial report for your auditors

Graphic design
Publication artwork design including:

• promotional flyer
• registration brochure
• call for abstracts
• final conference program

Information technology

• abstract submission site
• abstract management
• liaison with speakers (invited and free paper)
• website development for conferences
• virtual congress technical establishment and management

Planning

• event planning
• setting critical path timeline
• working with organising committee

Registration/secretariat

• registration processing and management
• form design
• dedicated meeting telephone, fax and email address for all enquiries
• computerised conference registration system with online registration capability
• recording and reporting of delegate numbers
• on-site management of registration desk
• satchel packing

Sponsorship/exhibition

• sponsorship management services
• sourcing sponsorship
• managing sponsor invoices and registration
• fundraising services
• exhibition sales
• exhibition management
• exhibition floor plan design
• liaison with all exhibitor suppliers

Theming

• conceptual and graphic design
• logo development
• special and themed events
• liaison with suppliers including sound, lighting, entertainment and audio visual
• social program planning and management

Venue

• venue negotiations
• booking and contracting
• room allocations
• catering requirements
• audio/visual management
• liaison with venue staff and all event suppliers on-site

Conference management fee

The management fee forms part of the conference budget as a set fee plus event management staff on-site.

Contact

Considering using the services of the Conferences and Events Department? Would you like more information?

Conferences and Events Department
Royal Australasian College of Surgeons
College of Surgeons' Gardens
250-290 Spring Street
East Melbourne VIC 3002 Australia

Telephone: +61 3 9276 7406
Fax: +61 3 9276 7431
Email: conferences.events@surgeons.org