Organisation profile

On Q Conference Support is a specialist conference management company. A tightly focussed and efficient business, we offer a close-knit team of experienced, enthusiastic and committed staff supported by high quality event management specific systems. Our core values are personalised service and keen attention to detail, in a relaxed and friendly environment.

Core competencies

Our approach is based on responsiveness to client needs and expectations, meticulous attention to detail, capacity to simultaneously manage complex tasks, rigorous cost management and effective communication.
Our skills set includes:

•  research and recommendation of appropriate venues, supported by extensive personal familiarity with Australian meeting venues;
•  negotiation of lowest possible rates for venue hire and service provision;
•  comprehensive conference management services, including:

- program design and peaker selection, in consultation with client;
- desktop publishing of registration brochure, promotional material, program and related conference materials;
- participant registration and accommodation management, using specialised conference software including full Internet integration for abstract submissions and review and online registrations;
- delivery of integrated conference presentation IT and audio visual solutions
- management of venue and services (eg. catering, entertainment, transport etc)
- trade exhibition management

•  ability to identify, source and recommend pre/post conference tours and social events;
•  facilitation of national travel through a partner company (at no additional cost to client)

On Q's key personnel are skilled professionals in conference and events management. Our aim is to exceed the expectations of our clients. Services offered by On Q in organising national and international workshops and conferences are fully outlined in this document.

On Q operates from a strong experience base in association conferences, our personalised service, attention to detail and ability to effectively manage all aspects of events, conferences and workshops have gained us credibility in our industry. We have received uniformly excellent evaluations for all conferences managed to date and the number of repeat events we manage are a testament to our commitment to our clients. Referees can be provided on request.

Resources

On Q has a fully resourced office as follows:

•  Specialist conference software (Events Pro and Events EI – offering an online abstract submission and review processes and online registration)
•  Microsoft XP Professional software and Windows Vista
•  Virus Protection Software
•  Website Firewall
•  MYOB accounting software
•  Quick Line – Commonwealth Bank electronic transfer of funds facility
•  Website
•  Networked computers
•  CD/DVD Burner
•  Laser printer
•  Colour bubble jet printer
•  Facsimile machine
•  EFTPOS machine
•  High speed internet connection
•  24hour answering machine

On Q is not a licensed travel agent.

Services offered

On Q Conference Support offers a comprehensive conference management and administrative support structure for your event. A staffed secretariat will be provided from the date of appointment until completion of the event. Specifically, we can provide all or any of the following services:

General planning and liaison

•  Attend planning meetings as required.
•  Provide a telephone/facsimile/email/website and mailing base for enquiries.
•  Provide advice on and arrange appropriate event insurance, if required.
•  Identify, develop and monitor all activities.
•  Prepare a critical path for the event.
•  Assist in applying for, and reporting on, administrative aspects regarding grants and financial support.
•  Prepare conference evaluation survey.
•  Maintain a full set of records.

Financial Management

•  Assist with preparation of a budget specifying fixed and variable costs.
•  Monitor conference finances, profit projects.
•  Provide regular income and expenditure reports and financial outcome against budget.
•  Provide Visa, Mastercard, Bankcard, Diners and American Express credit card facilities.

Registration management

•  Provide secure on line registration facility.
•  Enter all conference participants into specialised conference “EVENTS Pro” software.
•  Acknowledge registration via a personal letter on conference letterhead. The confirmation letter to include program details and accommodation reservation information.
•  Produce name badges.
•  Procure conference satchels.
•  Arrange filling of satchels on site.
•  Provide statistical reports as required.
•  Post conference information on On Q's website.

Production Management

•  Provide advice on layout of conference brochures/promotional material.
•  Prepare conference brochures/promotional material.
•  Provide in-house design, layout of conference material.
•  Edit and proofread all brochures.
•  Prepare conference evaluation form.
•  Prepare delegate list for insertion into conference satchels.
•  Provide participant lists as required.
•  Prepare all signage.
•  Prepare delegate name badges and social tickets.

Venue Management

•  Liaise with the venue regarding room setups, au diovisual, food and beverage requirements.
•  Liaise regularly with the venue to conclusion of conference.

Audiovisual management

•  Ascertain technology support required by client and conference presenters.
•  Liaise with au diovisual consultant to ensure all requirements are fully satisfied.
•  Supervise overall staging and au diovisual production.
•  Co-ordinate display of electronic and physical signage.

Accommodation management

•  Research availability and book appropriate range of accommodation for delegates.
•  Prepare accommodation information for inclusion in registration brochure.
•  Liaise and update selected venues regularly on accommodation block.
•  Book and monitor hotel reservations.
•  Provide hotel with detailed rooming lists and deposits.

Abstract Management

•  Prepare guidelines for the preparation of abstracts.
•  Provide online facility for assessment of abstracts.
•  Receipt abstracts and prepare for consideration by the conference committee (online).
•  Advise au thors of acceptance/non acceptance of submitted abstracts.
•  Advise successful au thors of date and time for presentation.
•  Manage database with all speaker details.
•  Coordinate inclusion of presenters' abstracts in the program handbook.
•  Prepare and send to all presenters the guidelines for presentation (role of chair, timing, location of speaker preparation room).
•  Seek final copies of papers prior to conference.

Speaker/Chair Management

•  Confirm arrangements with speakers once invitations are accepted.
•  Send out speaker's profile forms requesting au diovisual requirements, biographical details and other presentation requirements.
•  Request all papers be submitted in electronic format.
•  Ensure speakers preparation room available at the conference.
•  Provide chairpersons with run sheets prior to the conference.

Travel management

•  Negotiate discount conference airfares for delegates, if required.
•  Book and arrange payment for invited speakers travel.
•  Arrange for coach transfers for social program, if required.
•  Provide an online booking service through a travel agency website.

Exhibition/Sponsorship Management

•  Source and obtain quote from booth building contractor.
•  Organise an exhibition floor plan for approval.
•  Liaise with venue and booth building contractor.
•  Negotiate and liaise with potential sponsors.
•  Ongoing liaison with confirmed sponsors/exhibitors
•  Manage exhibition on site.

Social Program Management

•  Liaise with conference committee regarding the social program.
•  Book and coordinate social events as required.
•  Manage the social program.

On site management

•  Prepare running sheets.
•  Coordinate packing of conference satchels.
•  Provide senior staff throughout the conference for overall onsite management.
•  Provide seamless and efficient onsite participants reception and registration.
•  Provide a message service for participants.
•  Monitor all meeting room set ups, au diovisuals, staging requirements and signage.
•  Monitor timing of conference program, food and beverage services.

Post-Conference actions

•  Organise attendance certificates to delegates.
•  Collect and collate evaluation surveys and statistical reports in a timely manner.
•  Provide CD or alternative record of all aspects of information and programming gathered as part of the conference

Insurance

On Q holds current insurance policies covering professional indemnity, workers' compensation and public liability risks.

Management Fee

The management fee for the Conference would be based on the specific list of services required but a set management fee would be the basis of the costs. In addition, a participant registration fee will be payable:

Registration fee
Full paying delegates
Day registrations
Complimentary registrations
Speakers
No fee is payable for accompanying persons.
Exhibition management fee

Inclusions

Please note that the management fee includes travel locally, email, local telephone and STD calls and facsimile transmission costs within Australia . In instances of interstate events, the fee will also include at least two trips to committee meetings in the primary state of the client.

Disbursements

The following costs are in addition to the management fee:

•  Merchant fees (Visa, Mastercard, Bankcard, Diners, AMEX).
•  Website development and online registration/abstract facility.
•  Travel, accommodation and meals for On Q staff to attend the conference – as discussed and agreed with the committee beforehand.