Conference Management Services

Conceptualizing

This team of experts conceptualizes an event with respect to Purpose & Goal of the Event, Title of the Event, target audience, schedule, number of participants & participant cost, venue, equipment (audio,lighting,etc , F & B, etc) along with a theme as per the requirement.

Research & Content Development

Analysing key areas of interest to the potential attendees of the conceptualized idea is the prime responsibility of this domain, wherein an in-depth analysis of the subject (with feedback from segment leaders and key potential attendees) leads to identifying pivotal topics that should be covered in the conference.

Outlining the Agenda and Program

Understanding the needs and requirements of the target audience through research is followed by finalizing the agenda and outlining the program schedule, which ensures that these needs of the attendees are met to the utmost during the event.

Acquiring Speakers

Ensuring the presence of the most sought-after stalwarts in the industry (specifically on the theme of the conference) is the basic criterion behind selecting keynote speakers and other presenters. The critical parameters include understanding the audience, capturing the objective of the event, identifying the strength of the speaker, defining the expectation of participants, etc.

Strategic Planning for Conference / Event

The tedious process of strategically planning a conference is lightened by the hands-on expertise of operations team, which would shortlist venues for you to choose from and give you expert advice to help you finalize your decision. Post your approval, all negotiations will be done by us making it completely hassle-free for you and ensuring the success of your event.

Budgeting

Budgeting for an event is an important factor in the planning stage, which would help you be updated, organized and prepared for executing a successful event. The list of generic heads to be considered while budgeting are venue, transport, logistics, props, setup, etc. This would further depend on the category of each event.

Sponsorship

The Sponsorship Management team of INK Business Media focusses on key accounts that enhance the value to the event in terms of business and revenue. This team consists of experienced professionals who possess in-depth knowledge about the industry that the event would cater to. We follow a systematic approach while presenting an event to a client, and help him understand the true value proposition of an event. Conducting a preliminary study on the client’s business and understanding his target customers helps us pitch for the right sponsorship package.

Our sponsorship managers will be deployed to manage PR/Media activities of the event, wherein their scope of work would include:

Identifying & reaching out to all potential sponsors

Preparing sponsorship brochure based on in-house research

Sponsorship tariff and proposal in consultation with respective organizing committee

Acquiring sponsors and finalization of official agreement & contract

Assuring all sponsors on deliverables & ROI

Onsite venue management & smooth sponsors operation

Managing sponsors revenue-generation management & complete handover to respective committee

Working closely with the organizer

Weekly update & monthly report to the organizer

Work closely with PR & media managing team & organizer committee

Delegate Management

This team includes professionals handling international & national delegate management, wherein their scope of work would include:

	Creating online & offline registration facility
	Emails & e-brochures sent to all potential delegates
	Strategic alliances with trade associations and trade publications
	Managing online queries with 24x7 response management system
	Manage customer-care division with prompt reply management
	Payment follow-up and managing the same with specific deadlines
	Account management in co-ordination with CFO of the organizer
	Complete responsibility of payment collection & final handover to respective committee (We shall collect the payment online/offline only on behalf of the organizer)‏
	Delegate registration and reception at the venue
	Being an integral part of event management team, it will submit weekly report (online)‏
	Depute and appoint local selling agencies at all major cities in India

PR Media and Marketing

	Our media marketing personnel will be deployed to manage PR/Media activities of the conference /exhibition, who will be responsible for
	Identifying relevant media partners and acquiring them on board with focussed agreement Designing and printing of event brochure from Stage 1 to 10 Marketing via collateral mailing to the target audience
	Organizing and managing press conference, preparing promotional material & press kit
	Organizing road shows across India to promote the event
	Organizing hosted buyer’s programme
	Organizing one-to-one networking sessions
	Onsite event management with the press invitations, Guest lists, Dias Protocol, Back Drop, Press kit, Venue Booking, F & B and maintaining Media File with coverage
	Government liaising on behalf of the Organizers
	Managing News letter online & sending it on a monthly basis
	Managing Media Plan & Buying and Coordinating with advertising agency
	Email campaign & creating hype through all online & unconventional below-the-line (BTL) activities
	Creating a dedicated event website, while also hosting, managing and regularly updating the same
	Working closely with the Sponsorship team
	Smooth operation and managing promotional materials like brochure, invitation, VIP invitation and Guest Lists
	Daily Update and weekly reporting about the event

Venue & Operation Management

Our operations managers who have already managed more than 75 conferences/exhibitions around the world in the past four years will be deployed to manage operational activities of the events. Their scope of work would include:

Identifying the strategic venue, recce report, negotiation and venue contract

Venue inspection and selection

Acquiring local legal permissions

Creating and designing the event floor plan for conference/exhibition/B2B meeting

Handling Press/Media & VIPs at the registration

Taking on-spot registrations of delegates

Designing and managing:

Delegate kit
Programme agenda brochure
Entry badges for speakers/delegates/ VIP’s
Sponsorship material
Managing onsite venue logistics
Audio Visuals & AV Screen Video coverage/photography of the event

Designing, making & giving mementos to the speakers as a token of appreciation Total F&B control and management

Negotiations with local vendors and selection criteria

Complete accounts and payment management

Working efficiently & closely with travel partners