a better way to manage your events
DESCRIPTION
The Hotel Network can manage your next event from venue finding to the registrations of your delegates.TRANSCRIPT
The Hotel Network (THN) is an established provider of customised event management solutions that deliver a
professional standard of service to associations and organisations to assist in retention of membership and
attraction of new members.
Mission Statement
A Better Way To Manage Your Events
Business events and meetings can be an organisation’s largest annual expenditure. It
is also your opportunity to showcase and shine, so it makes sense to guarantee your
events by engaging experienced support and expertise.
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• Conferences• Conventions• Congress• Meetings• Exhibitions• Special Events
Events We Manage
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• Sourcing suitable venues in the right location
• Shortlisting of venues • Negotiating
conference/meeting package
• Negotiating room rates for residential events
• Presentation of recommended venues with costs
• Co-ordination of contracts
Free Venue Sourcing & Negotiations
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• Design of online registration and accommodation booking forms
• Dedicated website or integrated into your website
• Speaker Abstract Collection & Collation
• Exhibition/Sponsorship • Venue details and maps
Exclusive Conference Website
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• Managing registrations• Processing monies• Progress reports • Production of name tags• Provision of numbers for
breakout sessions• Provision of numbers for
catering for conference, welcome reception, dinners etc
Online Registrations
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• Offering selection of accommodation for variety of budgets
• Confirmation to delegates• Rooming lists to hotels/motels
& payments• Handling of cancellations &
last minute changes• Transport co-ordination to
conference venue if required
Delegate Accommodation Inventory Management
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• Air, Land & Sea Travel Booking
• Transfers to and from venue to hotel/s & airport
• Speaker Travel• Conference Event transfers• Handling of cancellations &
last minute changes
Travel & Transportation
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• Researching Exhibitor Space & Design
• Co-ordinating with exhibitors & sponsors
• Exhibitor package production• Logistical management of all
enquiries & bookings• Clear communication between
exhibitors, contractors & venue
Exhibition Design & Management
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• Sourcing appropriate entertainment
• Engagement of entertainment
• Co-ordinating with venue• Assisting with staging
requirements
Entertainment Sourcing & Management
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• Working with client committee on budget development/planning
• Processing monies for registration, accommodation, special events, travel etc
• Regular reporting as required• Co-ordinating event specific
bank accounts, merchant facilities, invoicing & receipting
• Final account preparation
Financial Reporting & Budget Management
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• Working with client committee on development of program & room allocations
• Printing of program for conference satchels & back of name tags
• Co-ordinating plenary rooms and breakout rooms as per the program
• Notifying speakers of presentation details
Program Management
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• Co-ordinating “Call for Abstracts”
• Setting up dedicated website link within the registration site for abstract submission
• Receipting & acknowledgement of abstracts to speakers
• Collation of abstracts & submission to committee for review & acceptance/decline
Speaker Abstract Collection & Collation
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• Contacting AV companies for quotes
• Appointing AV company on behalf of client
• Managing Audio Visual requirements for speakers
• Managing Audio Visual for main plenary room, breakouts & conference events
• Continuous onsite management during event
Audio Visual & Technical Sourcing
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Conference Secretariat• Provision of staff for registration desk
& co-ordination of event
• Efficient communication between venue, client, speakers, delegates & audio visual
• On site management of Exhibitors & suppliers
• Timely and sufficient food & beverage for all attendees
• Main liaison between venue & client
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Often meetings have to take place in rural and remote locations.
The Hotel Network is a specialist in accommodation, meeting rooms in
these type of locations.
Talk to us about your requirements and we can advise the best
location for your event.
Rural & Remote Locations
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A Better Way To Manage Your Events
At The Hotel Network, we are committed to providing an end-to-end solution or you can choose single elements from The Hotel Network services for a seamless event.
It is also an opportunity to shine, so it makes sense to guarantee your events by engaging experienced support and expertise.
Services provided:• Free venue sourcing.• Exclusive conference website• Online registrations• Delegate accommodation• Financial reporting• Program Management
And much, much more.
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