Full Event Management

Alignment Event Solutions (AES) pride themselves in being an end-to-end solution, working with you each step of the way in the planning process.

We work with all speakers and entertainment from a wide variety of backgrounds and experiences which add life and vitality to any occasion.

AES will work with you from beginning to end, managing all logistics and requirements along the way, ensuring the desired outcome is achieved and attendees walk away feeling inspired and invigorated after experiencing an informative, well-delivered and seamless event.

Alternatively we can provide support in specific areas only, the following boxes include specific services AES can deliver should the Full Event Management package not be necessary.

Onsite Support Management

AES will provide full onsite support management, being the “number one go to” for all stakeholders involved. This includes being the main point of contact for registrants, speakers, sponsors, exhibitors, venue staff, and all other suppliers.

AES will be there from the day before to set-up, providing a registration desk which becomes a central point for all event inquiries and business needs. Ensuring each participant is welcomed and looked after with a warm professional service.

This service also includes:

• Satchel bag and name tag packing, ensuring each attendee receives their specific event collateral on arrival
• Ensuring each room is configured as per pre-registered numbers/maximum capacities
• Ensure each room has enough seating accommodating all pre-registered attendees
• Ensure catering is replenished, leaving enough food and beverages for the sessions finishing late
• Coordinate onsite audio-visual support, ensuring all speakers know where to go and the audio-visual supplier has communicated with each presenter, receiving all information required
• Coordinate plenary panel sessions, ensuring there are enough chairs on the stage, and they are removed post panel discussion
• Assist with timekeeping of the program, making sure sessions keep to time and assist if any delays occur
• Coordinate all speaker formalities, including speaker introductions, guidelines for the chairs and speaker gifts
• Sponsorship and exhibition liaison when onsite at the event
• Coordinate all program presentations and sessions, including start and conclusion times

AES will stay onsite until the very end of each day, overseeing all logistical requirements and ensuring all attendees have the best experience possible.

Management of Event Budget

Specialising in the not-for-profit, community and government sectors, we appreciate the importance of event budgets, ensuring the event pays for itself and sometimes returns a profit at the client’s request.

Working extensively in the event industry, we know where we can cut back in areas to save expenses without affecting the end result.

AES will work with you to ensure the budget created achieves the outcome desired. This includes:

• Creating a tailored budget for the event
• Providing budget updates, concentrating on variable attendance numbers (income) and expenses
• Coordinate sponsored attendees’ accommodation and travel requirements if required

Management of Event Website & Registrations

AES will provide a specific conference website for each event or conference, providing a platform to disseminate information, managing all updates and adjustments before and after the event.

The conference website will also provide an online registration form, providing instant confirmations and invoices, with the ability to book accommodation at a venue close by if the attendee requires.

AES will manage all website updates and registrations for the conference or event. This includes:

• Creating and maintaining a website for conference information and registrations
• Provide regular and on demand registration updates
• Manage communication to all attendees, providing arrival times, contacts, parking and catering times where necessary
• Allocate participants into workshops and concurrent session streams and maintain lists of same for the Conference Organising Committee
• Provide a waitlist management service should registrations exceed maximum capacity

Management of Event Venue

AES will undertake all liaison and logistical management with the venue/s for the conference or event. This includes:

• Coordinate and determine adequate catering options with the selected venue/caterer
• Inform venue/caterer of specific dietary requests and ensure healthy options are always available
• Coordinate site inspections in the lead up to the conference and invite members of the Conference Organising Committee to attend during program development
• Allocate concurrent sessions to the appropriately sized rooms based on pre-registered interest
• Manage breakout signage for each room at the venue
• Coordinate seating configurations for each room (including plenary) based on maximum capacities

Management of Audio-Visual

AES will manage and source all Audio-Visual requirements for the conference or event. This includes:

• Provide comparative quotes for an audio-visual supplier suitable for the clients’ needs
• Collate speaker audio-visual requirements and PowerPoint presentations
• Coordinate and manage any additional audio-visual requirements when onsite at the conference
• Provide the facility to record and stream presentations in the plenary hall if required
• Organise lighting as required
• Ensure provision of lecterns, projectors and laptops as necessary
• Source comparative quotes and confirm a photographer and/or film crew if necessary

Management of Conference Social Events

AES will undertake all management relating to the social activities identified as part of the conference or event. This includes:

• Liaison with the client to identify suitable venue options for social events
• Liaison with the venue to ensure all requirements for social events are understood, met and delivered
• Provide suitable entertainment options for each social event
• Coordinate event themes and decorations
• Manage the social events in the lead up and on the night

Management of Speakers

AES will manage all speakers and their requirements in the lead up to the conference or event. This includes:

• Source and confirm Master of Ceremony based on provided brief by the Conference Organising Committee
• Source and confirm preferred keynote speakers and international speakers
• Coordinate all speaker travel logistics and audio-visual requirements
• Organise preferred Welcome to Country and Didgeridoo presentation as desired
• Assist with creating the draft structure of agenda
• Finalise and distribute the program once approved
• Arrange gifts for presenters as advised by the Conference Organising Committee

Management of Event Artwork Design

AES will manage all aspects of the conference artwork design. This includes:

• Provide comparative quotes for design and printing to be submitted and approved for the conference booklet
• Create and implement a style guide specifically tailored for the conference or event
• Manage and collate all conference artwork to be included in the final design
• Manage and collate all sponsor, exhibitor and partner information to be included in the final design
• Manage and collate all speaker photos, biographies and session summaries, ensuring all relevant information is included in the final designs as necessary
• Coordinate and collate all content information to be included in the artwork design, including venue details/map, general conference information and logistics

Concurrent Session Selection Management

AES will coordinate and assist all delegates to pre-select their preferred concurrent sessions and workshops. This includes:

• Circulate the finalised event program to all registered delegates
• Provide an online facility for attendees to select their preferred concurrent sessions/workshops
• Allocate the concurrent sessions/workshops to the most appropriately sized room depending on their popularity. For example: most popular session should be allocated to the largest room.

Exhibitor & Sponsorship Management

AES will manage the sponsorship and exhibitor component before and after the conference or event. This includes:

• Engage previous and targeted sponsors, managing the negotiation process for potential sponsorship opportunities
• Provide relationship management with sponsors and exhibitor’s prior, during and post the conference or event
• Provide frequent sponsorship and exhibitor updates to the Conference Organising Committee
• Collate organisational details from sponsors and exhibitors for marketing and program booklet inclusions
• Obtain final information from sponsors and exhibitors, including fascia names, sponsored attendee details, package inclusions and specific requirements
• Inform all exhibitors and sponsors of bumping in/out details, along with catering and venue information

Management of Event Collateral

AES will coordinate all conference collateral for the conference or event. This includes:

• Provide comparative quotes for all event collateral, including program booklets, satchel bags, note pads, lanyards, pens, name tags, hand sanitiser and any other items required
• Coordinate the artwork for the conference collateral, including sponsor and partner logos where necessary
• Manage the design and printing timeline, ensuring all conference collateral is completed prior to the conference or event
• Coordinate satchel inserts provided by the sponsors and partners
• Coordinate the packing of the satchel bags, ensuring all sponsor and partner inserts are included

Call for Abstracts Management

AES will manage the Call for Abstracts process for the conference or event. This includes:

• Create and maintain a Call for Abstracts on-line registration form for abstract submissions
• Collect, register, acknowledge receipt and collate abstracts for the Conference Organising Committee’s adjudication
• Assist the Conference Organising Committee throughout the abstract reviewing process
• Notify abstract authors of the status of their application
• Identify audio-visual needs for all successful applicants
• Collect audio-visual presentations and acknowledge receipt of same

Full Reporting Management

AES will provide the following reports throughout the planning process:

• Provide regular updates to the Conference Organising Committee at monthly teleconferences as necessary
• Pre-registered workshop and concurrent session attendance numbers
• Social Event registrations and attendance numbers
• Sponsorship and exhibition registrations and allocations
• Call for Abstracts applicants, assisting with the reviewing process if required
• Audio-Visual and speaker requirements
• Dietary and accessible requirements
• Attend all Conference Organising and Program Committee meetings
• Arrange for collation of paper/presentations and load same onto website post event
• Arrange for an evaluation to be conducted online within 1 week of the event completion

Management of Event App

An Event App is becoming extremely popular at all conference and events, providing an online paperless platform for quick updates even when onsite.

The Event App will be conference themed, providing the ability for program viewing, and allowing attendees to create a personalised agenda with their preferred sessions.

The Conference App will also provide the following functionalities if desired:

• Floorplans to assist with venue layout
• Ability for attendees to book meetings with each other for networking purposes
• Additional sponsorship and exhibitor exposure
• Online satchel bag, collecting documents to download at a later date
• Instant survey results and feedback
• Live poll results for keynote presentations
• Chat and sharing photos functionality

The Conference App is quickly becoming an event necessity, eliminating the need for printed material.

Management of Online Event Webinars

After the impacts of the Covid-19 pandemic, AES has discovered the importance of providing an online webinar should delegates prefer to attend online.

Should your event need to be hosted online, AES will work with you to provide a vritual event which provides the following program inclusions:

• Live MC
• Live panel discussions
• Live and/or pre-recorded plenary sessions
• Live and/or pre-recorded breakout/concurrent sessions
• Poster presentations
• Sponsorship and exhibition exposure
• Online networking opportunities for “catering breaks” and “social events”

AES will undertake all liaison and logistical management for the online event achieving an interactive program layout.