Conferences and events

Complete Project Management for Corporate Events/Private Functions

Conferences and events can appear easy to arrange but the truth is you could encounter a number of obstacles on the way to getting that perfect event. Maybe your keynote speaker has dropped out, the venue can't provide all of the services for some demonstrations, delegates cancel at the last moment, numbers have changed and caterers need to be informed, will there be enough room for everyone, how will the group break down for smaller workshop sessions and where will they go, who will organise accommodation, the list goes on...

This is where help from SRG Project Management can make a difference to you.

If you simply don't have the time or expertise to organise your next corporate event, or maybe you would like less stress, we can make it easy by managing the project for you. From conception to delivery, and beyond, you can be assured that SRG Project Mangement's core team of experts will give you tailored attention at all times thereby freeing your time and allowing you to concentrate on what you do best.

We are based in West London and serve London and the South East for large-scale conferences, however, we can also arrange smaller meetings around the UK.

Conference and Event Services include:

Conferences and events

Initial Planning
Discussion of overall aims and objectives
For scientific programmes liaison with client and scientific advisors
Preparation of organisational timetables

Venue

Investigation and recommendation of venues
Liaison with venue, caterers, florists, conference gifts companies and signage contractors, audiovisual technical managers, entertainers etc
Stage set design, scientific poster display and seating arrangements

Accommodation

Negotiation of preferential rates & payment schedules with venues/hotels/universities

Marketing

Targeted publicity campaigns (direct mail, advertising, society mailings, internet, publicity at related events)
Preparing the text if necessary for publicity materials/press releases etc
Managing Press releases and relationship with press

Sponsors/Exhibitors

Identifying and approaching potential sponsors and exhibitors
Preparing exhibition floor plans, exhibition manuals and exhibitor supervision on site
Being the first point of contact for the day to day relationship with the sponsors an ensuring the project adheres to their needs for the event

Social Events

Organising welcome receptions, conference dinners, speakers/VIP dinners, theatre evenings, entertainment, taxi/coach transfers

Financial

Budget and cashflow forecasts
Preparing final accounts

Delegate Management

Preparing meeting announcements
Delegate registration (online and/or traditional methods) Delegate liaison
Preparing conference materials/delegate badges/conference bags etc
Provide support staff at the event
Preparing Evaluation forms
Compiling an Evaluation report after event

Examples of clients using our Conference Services

NHS: Annual North West London Schools Science Conference: Attended by 500 delegates, speakers and presenters - read our testimonial; Support Staff Away Days: for Allied Health Professionals within all NHS Trusts in North West London
British Association of Occupational Therapists - London Region: AGM; Study days: as part of Continuing Learning and Professional Development Programme
Rockface Ltd: Critical Care Contingency Planning (High-profile Influenza Pandemic conference in London): on-line booking and payment facilities were created for this event
Skills for Health: SRG Project Management is a Preferred supplier for Skills for Health providing event management

Smaller meetings

Smaller meetings and smaller social gatherings can require just as much time investment and detailed organisation as bigger meetings and whether you want to bring together 5 executives who have complicated and busy diaires for a round table discussion or ten people for a social occasion SRG is happy to take this event planning and delivery off your hands.

Apart from taking on ad hoc projects SRG is also commissioned to provide on going support for small corporate meetings that take place regularly across London and the UK.

Clients for whom we have arranged smaller meetings and Working Groups include:

Really Learning: PCT and Acute Chairs Forums: taking place across 7 UK venues 3-times per year - read our testimonial
Laser Group: 2-day event - Venue identified and delegate package negotiated
Cave Consulting: Events and workshops - at a number of UK venues read our testimonial
healthplanning ltd: Meetings - Various events across the UK and many at DH - read our testimonial

Call SRG Project Management on: 07989 692 675