EVENT MANAGEMENT
From intimate seminars to, trade exhibitions and large scale conferences over 1500, we have the team to deliver your event from conception through to delivery. GEMS provide the end-to-end services, guidance and advise, which will allow your team to simply focus on development of the pertinent professional learning content.
WHAT WE CAN DELIVER...
Upon consultation with your committee or event delivery team, GEMS will provide you with an Event Management Plan and Marketing Plan for review and consideration. Our operations team can deliver on one, more or all of the following services for your next event.
ONLINE REGISTRATION SERVICES
GEMS Event Management Australia use leading Event Management software EventsAir by Centium Software.This online software can be tailored to meet your specific event needs and provides a one-stop-shop for your delegates to book their attendance to your event, with ease.
No matter the complexity of your registration requirements, we can customise the online registration form to offer numerous event packages, capture important delegate information and include booking options for accommodation, flights, social activities, pre and post tours. Online payment is secure and easy and if you are holding a multi-streamed conference, your delegates can even select the sessions they wish to attend, in advance.
One of GEMS key strengths is the ability to procure and retain sponsors and exhibitors for the Conferences that we manage. As a PCO that predominantly works for associations and not-for-profit clients, it is of great importance that we build and maintain strong revenue streams through both sponsorship and exhibition sales.
Following consultation with the client, GEMS team will develop a Sponsorship and Exhibition Prospectus and manage all promotional and sales processes. Your dedicated operations team, will make contact with existing and potential event supporters and will work with each sponsor and exhibitor to ensure their needs and objectives are being met in the lead up and during the event.
VENUE LIAISON
Your Event Manager will source comparative quotes from a selection of venues that will accommodate the conference, exhibition, social events and accommodation requirements.
When determining the suitability of each venue, we will consider additional factors, such as the venues IT and audio visual capabilities, wifi access for delegates, location and accessibility, day and overnight parking fees and certainly the all important event catering.
Your Event Manager will negotiate all fees and contractual terms on behalf of the client. Once contracts have been exchanged, GEMS will be the main point of contact with the venue throughout the life of the project and ensure that all terms and conditions are adhered to.
CALL FOR ABSTRACTS MANAGEMENT
We take on the responsibility of preparing the Call for Abstracts for your next Conference. We will work with your Committee to identify the Conference theme, topics and streams, program and presentation formats. Once we have this information, we can do the rest!
GEMS will develop the Call for Abstracts Guidelines document as well as the online abstracts submission portal using EventsAir software. We will promote the Call for Abstracts through a series of Electronic Direct Mailings (EDM’s) to your target market and monitor the incoming abstract submissions prior to the submissions closing date.
Once your Committee selects the abstract/paper review panel, GEMS Event Manager will walk the panel members through the online abstract/paper reviewing process and will mange all confirmed speaker communications through out the life of the project.
EVENT TECHNOLOGY
Each and every year, the events industry finds new and exciting technologies that enhance our events and support our presenters and delegates. Events can be seamlessly streamed beyond the conference room to accommodate hybrid virtual events and webinars.
Our events team can help your organisation to harness current event and presenter technologies and cater to the needs of your delegation. We can deliver...
- Hybrid conferences and events
- 100% virtual conferences
- Webinars
- Digital posters
- Multi-language interpretation tech
- Live Event Polling and Q&A
- Interactive event app
- Event Website
- Online Abstract Management
MARKETING & PROMOTION
GEMS will work closely with the client to identify key target industry groups to promote the event to and will work to exhaust all avenues through which the developed marketing strategy will generate further traction.
Led by GEMS experienced Director of Marketing, GEMS will use a range of digital and traditional marketing practices to promote your event and develop a marketing strategy that aligns with the client branding requirements and meets the event outcomes.
ACCOMMODATION MANAGEMENT
Leave the stress and worry to us! GEMS can negotiate great rates with your preferred accommodation providers and will manage your room block commitments, ensuring you are not left with a hefty bill at the end of the event for any unallocated rooms.
Event delegates will be able to book their accommodation when registering online for the event, with the option to pay via credit card.
If your delegates would like to share with others or need to change their booking details at any stage in the lead up to the event, we can take care of it!
AUDIO VISUAL MANAGEMENT
Whether it is a morning seminar with a single presenter or a 5 day, multi-streamed conference, our event team can take care of your presenters and all their on-site audio visual requirements.
We work closely with each presenter in the lead up to the event to ensure we are across their presentation and what technology requirements they may have.
For all plenary and concurrent sessions, we will ensure that the transition between presentation slides and speakers is seamless. This means no fluorescent green screens or fiddling around with USB sticks before each presentation. Your presenters will step up on stage and know that everything will just work!
Need to run an interactive video conferencing session or live stream your event? We can certainly help!
BUDGET MANAGEMENT
At the forefront of our ability in making each event a success, is our capacity to build and maintain conference budgets that ensure the financial viability of an event and, where necessary, its Association’s ongoing annual membership activities.
GEMS team will offer an honest assessment of your event’s financial objectives and create an event budget using a tried and tested formula to put your organisation in the best possible position from the start.
We can develop a realistic conference budget, based on low, medium and high levels of delegates and will continue to provide ongoing monitoring of the event budget to actual revenue and expenses.
FIND US
Head Office
GEMS Event Management Australia
Unit 15/118 Queens Road
Five Dock NSW 2046
Regional Staff
Servicing Northern NSW Tweed region and across the mid-north coast, Port Macquarie and Coffs Coast regions.
We respectfully acknowledge the traditional lands of the Wangal people of the Eora nation, the Goodjinburra people of the Bundjalung nation and the Gumbaynggirr people of the Gumbaynggirr nation, upon which our offices reside and pay our respect to Elders past, present and emerging.
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