PCO Services

Tribal Meetings offers the following services as a Professional Conference Organiser

Co-ordination

Project conceptualisation and research, detailed project planning and implementation, overall project management, establish project assessment mechanisms, function as nucleus of communication and information, continuous reporting (to client), scheduled meetings, overseeing and liaising between service providers, negotiating services and service delivery, quality control and roll out leading up to execution.

Financial Co-ordination

Management of conference budget, negotiating finance with suppliers, supplier payments, payments schedules, budget forecasts, implement systematic delegate payments, process all payments, total financial reconciliation.

Sponsorship Co-ordination

Identify relevant sponsors, compile PR / Marketing plan, implementing sponsorship (marketing, exhibitions, signage), host sponsors, post event reporting (ROI) for sponsors.

Venue Arrangements

Overall venue management; venue sourcing, booking, payments, catering, ensuring room configurations and set-up as per client brief, audiovisual set-up and breakdown, technical backup, conference recording, on-site management and co-ordination, manning and co-ordinating registration, information and travel desks, secretarial assistance, simultaneous translation and interpretation, MC's, speakers, entertainment, parking, sponsorship visibility and branding, exhibition set-up and break down, parking, signage and security.

Socials / Dinners

Overall management and execution; venue selection, theme / décor conceptualisation, financial management, establishing programme / order of events, catering, venue dressing, décor, audio-visual, entertainment, seating arrangements, transport, media liaison, pre event marketing, RSVP's, set-up and break down.

Marketing / PR and Programme Development

Overall Marketing and PR Implementation and Co-ordination; multi-media conceptualisation, press releases, editorials, brochures, websites, press kits, advertising, corporate marketing collateral, journalists, photographers, videography, develop marketing material in line with audience / market, distribute marketing material, target relevant sources / database / media, logo design, web marketing and development, event branding conceptualisation, documentation, vehicle branding, venue branding, sponsorship branding.

Programme Development (in collaboration with client); programme conceptualisation, protocol, MC's, speakers, speaker liaison and support, entertainment, audio-visual requirements, call for papers, ensure speakers submit papers on time, assist speakers on site.

Registration

Development and implementation / distribution of delegate registration form, management, receipt, confirmation and processing of registration, processing delegate payments, establishing booking office, liase with delegates (communication & information), pre event registration and on-site registration, collating delegate information and periodically updating client and supplier who require information.

Accommodation

Sourcing accommodation, make reservations, negotiate special rates, VIP rooms, booking bed nights and facilitation of payment on behalf of delegates, confirm length of stay / room configuration, proximity to venue with delegates.

Transportation

Source transport service providers, payment facilitation, total transport logistics co-ordination and management, airport transfers (meet & greet desk / services), venue-hotel shuttles, dinner / social event transport, transport schedule development and communication (signage), relevant signage to indicate position and schedule of vehicle on-site, national and international flights (speakers only), car hire for delegates.

Tours / Excursions and Site-Visits

Tours; accompanying persons tours, pre & post conference tours, children's tours, special needs tours, selection of touring possibilities (confirmed with client), execution of all travels as per delegates request.

Excursion and Site-visit coordination; selection, co-ordination, training and logistical set-up of technical site visits.

Gifts and Memorabilia

Production of delegate pack and special gift items in line with theme of conference, sourcing leisure material, lanyards, source special speaker and / or VIP gifts and distribute appropriately.

On-site Conference Management and Co-ordination

Print, Photostat and collate conference papers and documentation, overall administrative support, ensure each conference room is clean, well supplied with refreshments, peppermints and water, has correct seating layout, has correct equipment set up for speakers, ensure rooms are secure and that only delegates allowed into certain presentations enter, manage and co-ordinate the following:

The Registration Area

The Travels and Tours Desk

The Information Desk

The Accommodation Desk

Post Conference

Final Conference Report/s, financial reconciliation and audited accounts, report on financial management, document delegate research and feedback, final evaluation / closure meeting.