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MEETING PLANNING AND MANAGEMENT SERVICES

At Event Dynamics, we offer end-to-end services for planning and managing complex events, meetings, and conferences, often in challenging locations. We will help you maximize the opportunities to offer each participant the flexibility and accessibility offered by virtual participation, the immersive experience that comes with in-person attendance, and the possibility for two-way interaction between live attendees and remote participants.

 

Our detail-orientated team acts as an extension of your team to deliver your vision within your budgetary constraints. We are able to take on as much or as little as is needed based on your organization’s capacity and needs.

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Discover how we work

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SERVICES

(Mouse-over each image to learn more)

Image by Steve Halama
DESTINATION  PLAN
Investigate the feasibility of locations on your shortlist.

  • Destination Risk Assessment – visas, air access, security, transportation, local political and economic climate, accommodation options, weather etc.

  • Site visit to validate learnings and select vendors and partners

  • Venue sourcing, negotiation, contracting and management

  • Supplier management, contracting and negotiation

  • Travel and transportation coordination 

  • Hotel sourcing, negotiation, and contracting

  • Local tour arrangements

  • Expo space plan at the selected event venue

Business Meeting
EVENT PLAN
Collaborate to create an overall strategic direction to support your event objectives.

  • Project management

  • Program design to maximize engagement

  • Logistics plan to support your theme

  • Timeline and milestone management

  • Financial plan to support accounting, budgeting, and reporting

  • Select event format - live, virtual or hybrid

  • Project management

  • Program design to maximize engagement

  • Logistics plan to support your theme

  • Timeline and milestone management

  • Financial plan to support accounting, budgeting, and reporting

Female Speaker
DELEGATE SERVICES
Deliver end-to-end support for delegates.

  • Event website design

  • Online registration site design, build, and management

  • Payment processing 

  • On-demand badge printing

  • Attendee communication and general support

  • Health and safety protocols

  • Database management

  • Mobile event application

  • Hotel accommodation block management

  • Guidance and assistance with visas

  • Transportation - airport, field trips, off-site events

  • Sustainable delegate materials and speaker gifts

Speaker in front of a Crowd
EVENT CONTENT
Manage the process of sourcing event content from abstracts to presentations.

  • Abstract and poster submission and review 

  • Compile and format abstracts for distribution electronically or in print

  • Speaker presentations and hand-outs 

  • Polls and quizzes

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EXPO MANAGEMENT
Create an engaging interactive exhibition that delivers a mutually beneficial experience for delegates and exhibitors.

  • Tradeshow floor design

  • Expo pricing to meet financial goals

  • Marketing materials

  • Expo sales and marketing

  • Experiences that draw delegates to the expo venue

  • Logistic support to exhibitors - including receiving deliveries, loading and unloading, etc.

  • Tradeshow floor design

  • Expo pricing to meet financial goals

  • Marketing materials

  • Expo sales and marketing

  • Experiences that draw delegates to the expo venue

  • Shipping and customs support

  • Logistic support to exhibitors - including receiving deliveries, loading and unloading, etc.

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SPONSORSHIPS
Collaborate to create compelling sponsorship packages that support event funding needs. 

  • Sponsorship messaging

  • Packages

  • Promotion plan

  • Sponsorship sales and marketing

  • Execute sponsorship promises before, during and after the event

Inspired Businesswoman
EVENT PROMOTION

Collaborate to drive awareness and attendance at your event.

  • Branded event website and maintenance

  • Email marketing 

  • Creative design and branding

  • Collateral design and distribution

  • Social media

  • Press releases and media relations

  • Regular communications for heightened demand

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ON-SITE COORDINATION & MANAGEMENT
Seamless execution of your event while ensuring a high-quality experience.

  • Project management

  • Event staffing

  • Volunteer management

  • Full program operations including off-site activities

  • Audiovisual and production services

  • Live production and broadcast streaming and recording

  • Expo management

  • Ad-hoc meetings for high-level government officials and other VIPs

  • On-site registration and hospitality

  • Printed and digital signage

  • Food and beverage

  • Cultural showcases and entertainment

  • Media logistics

  • Simultaneous translation services

  • Event photography

  • Speaker management

  • VIP guest services

Stellenbosch Cape Town South Africa
OFF-SITE MEETINGS
Provide a deeply local experience that connects delegates with your projects and the local community.

  • Excursions and special events 

  • Field trips

  • Dinners

  • Travels and tours

Image by Scott Graham
POST MEETING
Consolidate and share event learnings and identify actionable outcomes for ongoing improvement.

  • Post-event survey

  • Conference reports

  • Archive conference content including videos, presentations, etc.

  • Data collection and analysis

  • Post-event debrief and reporting

  • Website updates

  • Financial reporting and account reconciliation 

  • Set-up following event

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