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. As the Covid-19 pandemic continues, we also offer highly engaging virtual events of all sizes.

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.

Discover how we work

VIRTUAL AND HYBRID MEETINGS AND EVENTS

The Covid-19 pandemic continues to influence developments in the events and meetings arena. Since March 2020, we have teamed up with our trusted partners and technical experts to understand all aspects of your challenges, goals, and budget, to design and plan engaging virtual and hybrid events.

We 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.

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SERVICES

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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

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

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

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

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.

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

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

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

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

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