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A conference for a non-profit association

A community-based music organisation run primarily by a committee of dedicated and enthusiastic volunteers enlisted the help of Stockdale ACS to run their annual conference. With committee members all working full-time in their own careers, finding the time to make their innovative ideas a reality was their primary challenge.

Being a non-profit organisation, limited funds were available for the project and Stockdale ACS worked closely with the organisation to establish a budget and operate within that. We also sought funding from other sources, including finding advertisers and traders for the conference, and preparing a submission to a government funding agency.

We helped source a quality venue and catering, including a gala conference dinner with entertainment. At the same time we prepared advertising material and drew on our extensive network, in conjunction with the networks of committee members, to promote the conference in a variety of forums and media. The organisation website was regularly kept up to date with information as details were confirmed, and members and mailing list contacts received frequent updates as well as having Glenys (as the conference coordinator) as a single point of contact for the organisation in order to find out more.

Stockdale ACS handled the practical details of addressing queries from potential attendees and processing registrations. Once the committee had completed the process of selecting presenters, we took care of ensuring all their requirements were met, and regularly liaised with the venue, caterer, traders and advertisers. The timetable was developed, the conference handbook prepared for the printer, and all participants were supplied with nametags and certificates.

Stockdale ACS was in attendance on the weekend to ensure all aspects of the conference went smoothly. Feedback from delegates, presenters, and the committee continue to be very positive, both for the first conference and in the years we have run it since.

Since 2002, we have run over 35 conferences for several organisations, and are continually building on our experience to deliver a successful event every time. It has been said after a conference:

“I always had a high opinion of Glenys’ skills but this time she exceeded even my expectations.”

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