a better way to manage your events

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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