The client is a national body in the education field. It is an independent, not-for-profit organisation with a membership of over 600 leaders and experts in a range of areas of study.
The client had a significant events calendar across a whole range of forums from, major conferences industry briefings, and large public events. They wanted to improve the professionalism of their events, increase attendance and support and deliver well organised conferences of the highest level.
In September 2018, FC Business Solutions (FC) joined the client’s events team to assist in running their 2019 events calendar. This comprised 12 events across Australia with the main event being a major conference held in November. The conference comprised of over 120 events in a six-day period.
With a primary mission of allowing the client’s Director of Communications to focus on content, FC focused on the detailed logistics of each event.
We liaised with venues, convenors, hotels, bus transfer companies, caterers, banner companies, couriers and airlines to pull together the 2019 events. We created a master checklist for each event, outlining all the requirements. The checklist included administration, venue liaison, communication channels, travel arrangement, photography, hotel costings, sponsors and speaker requirements.
FC organised weekly virtual meetings to discuss progress and monthly full day face-to-face meetings, along with daily correspondence with the client’s Director of Communications to provide progress updates, feedback and solutions to any outstanding issues.
Prior to the event, we provided marketing materials, program preparation, sponsor liaison and presentation co-ordination.
On the day of an event, we provided onsite management ensuring the set-up met specifications, liaised with AV, speakers, sponsors, caterers and generally ensured that the event ran smoothly, and provided all attendees with a memorable occasion.
During 2019, our client held more events than ever before. FC was critical to ensuring that all events were of the highest professional standard. The conference – the centrepiece of their events schedule – received phenomenal feedback with over 90% of attendees praising all aspects of the 120 events over the six days of the event.