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Conference & Event Management

Stockdale ACS offers experienced event management services for a whole range of events, large or small.

Many of our clients have an active schedule catering for both their members and non-members, who often make up a significant proportion of attendees at an event.

The workload for your organisation can vary greatly depending on your schedule of events throughout the year. We recognise this and therefore charge for our event services separately, meaning that you only pay for the time you require and you save money during the quiet periods.

We pride ourselves on running unique, efficient and enjoyable events.

We always ask for feedback following conferences and workshops so we can be constantly improving the service we offer, and the positive responses we receive indicate that our clients and our clients’ customers get immense value and satisfaction from attending.

Below are some examples of events we have run:

  • Full day, half day and evening workshops for 20-100 attendees
  • Conferences running from 2-6 days for 50-250 delegates. These usually feature a marketplace for trade displays, plus external add-on activities such as dinners, theme evenings or excursions.
  • Nationally-accredited teaching courses at a tertiary level, either run over the course of a semester, or intensive 1-week programs
  • A series of breakfast seminars, and a series of informal evening lectures, dinner and discussion
  • An awards gala dinner for 150 people
  • An annual camp for teachers and families
  • A biannual choral festival for 300 singers, plus managing box office bookings
  • Interesting and unique excursions often run as part of a conference and relating to the theme, eg. forest walks to explore fire-affected regions, a beach visit to explore geological aspects of an area, or an afternoon on Port Phillip bay looking at marine life.

No event is too big or too small for us to consider, and we aim to deliver interesting events and programs in order for our clients to remain leaders in their field.

Key services:

  • Governance – basic planning, setting up the look and feel of your event, establishing a theme and program outline, and producing a budget
  • Venues – sourcing an appropriate venue, taking into consideration size, access, facilities and catering options, and liaising with a contact person onsite to see that all requirements are met
  • Presenters – identifying and inviting key speakers, preparing a call for other speakers, formalising the agreement and liaising with all selected presenters in the lead up to your event regarding their lecture or workshop
  • Traders & sponsorship – identifying and approaching potential major sponsors, preparing a sponsorship prospectus, sourcing advertising or donations of goods and services, and liaising with any traders who will be attending your event with a display table
  • Brochures – preparation and printing of all content and artwork to produce a brochure which effectively conveys what your event is about and reaches its target audience
  • Marketing – widely distributing brochures to appropriate contacts and organisations, coordinating mailouts to your members and non-members, advertising your event through appropriate channels such as websites and forums, and preparing press releases and arranging radio and print media coverage
  • Registrations – setting up a database (or similar) for managing your event registrations, processing all registrations and payments for your delegates, and sending any relevant information to participants prior to your event
  • Finances – basic bookkeeping for all income and expenditure while keeping track of your budget, paying all invoices, and reporting on profit & loss at the close of the event
  • Accommodation & travel – organising accommodation and travel arrangements for speakers (including going through a travel agent to plan international itineraries where required), and sourcing special rates for your delegates at nearby accommodation
  • Handbooks & conference notes – preparation of a handbook or conference proceedings, including compiling all notes submitted by presenters, and any advertising
  • Timetable – producing a full and detailed program so your event runs smoothly, allowing for room allocations, people to introduce your key speakers, and any audio-visual or IT requirements which will need to be addressed
  • Entertainment, excursions & extra-curricular activities – planning any aspects of your event which are not central to its purpose but which add to the enjoyment by your attendees or allow for networking opportunities, such as a gala dinner, concert, or excursion
  • Evaluations – preparing an evaluation form to be completed by your attendees, and compiling the results of this feedback so you can obtain an accurate picture of how successfully your event met the needs of your target audience, allowing you to build on your experience for future events
  • Attendance at the event – unless specifically not required by the client, we attend all the conferences or workshops we administer to ensure a successful and smooth-running event, allowing you to focus on making sure your own customers get the most out of attending