Association Events 

OUR SOLUTION 

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A number of associations and organisations use our outsourced conference and event management skills to coordinate all the individuals associated with this event. This then results in us reporting frequently to an individual or delegated committee. What this means for you is more time to focus on your professional skills and career prospects.

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How we help association events:

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• End-to-end event management 

• Event website

• Event registration

• Payment solutions

• AI concierge click here  

• Budget management

• Venue liaison

• Supplier delivery

• Sponsorship stands 

• AV build supervision

• Entertainers, DJ's, bands 

• Transfers

• Delegate registration desks

• Badge printing 

• Collateral storage & distribution

• Brand placement

• Points of contact

• VIP management 

• Gala dinners

• Award ceremonies

• Table scaping

• Theme party planning

• Certificates 

 

A good example of this is a professional body requiring updated training or knowledge-based presentations — for audiences such as vets, doctors, surgeons, sales teams, and financial and legal advisors. This type of event utilises our end-to-end event management skills. From bespoke event websites, to delegate registration and on the day event management - we help our clients every step of the way.

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​​​​​OUR DIFFERENTIAL APPROACH

 

Once we fully understand the scope of your event, we break it into five distinct stages.

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1. Free Venue Finding

Venue finding is our first step (if you haven't already got a suitable space for your event).

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We look at:

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• The size and location of the venue

• Transport links including motorways, rail and air links

• Venue space, breakout rooms, sponsorship areas, accommodation

• Backup accommodation

• Entertainment, leisure facilities, historical attractions

• Logistics, access points, loading bays

• Venue liaison and walk-talk through

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2. Event Communication

We initially communicate the details of an association event by offering a bespoke website design service. Into this we insert a registration tool for delegates to individually sign up. Payments can be received directly to the organisation or managed by Planet Pursuits. As programmes and schedules evolve, we use our optional Ai Concierge service to keep delegates informed of any specific changes or updates pre-event. It's an excellent two way communication tool using WhatsApp.

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3. Pre-event Planning

As event planners you will know this is the most time-consuming part of the event. It will include:

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• Event registration

• Event promotion

• Working on schedules

• Updating communication channels

• Booking entertainment, AV, and liaising with sponsors

• Rooming list, dietary list 

• Travel schedules

• Venue liaison

• Badge printing and collateral storage

• Guest speakers

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4. Event Day

On the event day we logistically coordinate all aspects of the conference. As a minimum we always suggest an event registration and information desk which becomes the focal point for your delegates. To supplement this and for more complex events we highly recommend our AI concierge service. 

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Services include:

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• Event Registration

• Badge printing

• Distribution of brochures

• Ensuring plenary rooms are ready

• AV teams are briefed and decks ready

• Breakout rooms are ready

• Branding is positioned

• The venue is prepared

• Schedules are maintained or amended

• Ai Concierge is updated 

• Guest speakers, entertainment and suppliers have checked in

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5. Post Event 

Most people forget about the post-event period, which is also crucially important for ensuring the event runs smoothly for all delegates. 

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Services include:

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• Ensuring delegates' transport needs are met

• Clearing site

• Sharing feedback with the venue

• Storing collateral

• Printing attendance certificates

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​OUR PROCESS

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1. Understand your brief and historical processes

2. Look for efficiencies and improvements

3. Provide you with a comprehensive pricing structure for your event

4. Create a tailor-made website for your event and add content as required

5. Embed a registration platform and incorporate a payment solution

6. Capture relevant information at the point of registration to facilitate our AI Concierge — a direct, two-way communication platform using WhatsApp.

7. Keep our clients or committee-based members informed with regular updates

8. Store any event collateral ready for your event day

9. Provide full event and management support on the day of your event

10. Issue any post-event information, brochures or certificates

11. Plan for your next event

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​Ai CONCIERGE

 

An AI tool that complements this event and coordinates all participants is our AI Concierge platform. This communication platform uses WhatsApp to directly message specific individuals, sub groups or entire attendee lists. It also acts in reverse and allows delegates to ask specific questions about the event schedules or travel arrangements just by texting in WhatsApp - no additional app required. Click here to discover AI Concierge >>