:: WDYS Events ::


	» OVERVIEW: What our company does Full Conference Management Bundle Are you unsure where to begin in the management of your event? Are you worried about the structuring and organization of the event from start to finish? Developing and meeting timelines are crucial to the success of your event. Let us share the skills we have developed in organizational management and provide you with the assurance that your event will be a success. With years of experience in dealing with contract negotiations with venues, audio/visual companies, caterers, speakers, security providers, etc., Events Services can work within your budget and deadlines. A La Carte Services Selections Are you unsure about which services you want us to handle? Would you like to customize one of our Services Bundles to suit your particular situation? With Events Services A La Carte Services Selection you can pick and choose from any of the services presented in our Full Conference Management Bundle to suit your needs. » Group 1: Project management Direction and Coordination of Project We will work with you to ensure your deadlines are developed structurally and met in a timely fashion. We will make sure everyone on your planning team knows his or her deadlines, roles and duties to ensure optimal coordination of the event. Minute Taking We will participate in all of your planning meetings offering minute taking with prompt distribution. » Group 2: Budget development and review Budget Development We will work with you and provide professional knowledge related to the costs of an event. We will construct an event budget with you, which will let you know what to expect in terms of costs, and give you a guideline to develop your event. Fee Generation Determining a delegate fee requires both an active knowledge of the target market’s fiscal constraints, and the ability to develop accurate expense estimates. Utilizing this knowledge we can work together to set an economically feasible fee for your delegates. Summaries We will report a summary of your actual event expenses and provide a variety of other reports that offer an overview of actual revenue and expense items. » Group 3: Accommodations arrangements Venue Requirements and Negotiations We can assist you in finding the ideal place to host your event, and handle all contract negotiations. Catering Requirements We ensure your program and delegate needs are met offering attention to their special needs. Catered functions are designed to deliver comfort, elegance and satisfaction to you and your guests. Audio / Visual Requirements We will coordinate directly with you and your speakers all essential needs and requirements for presentations. We will negotiate contracts with suppliers to ensure budgetary restrictions are met. » Group 4: Spousal and optional activities arrangements This subgroup of service offers you assistance with the planning of outside entertainment and activities for your delegates, and their guests. » Group 5: Speaker Arrangements Confirmations and Correspondence We will ensure your speakers know where, when and how they are expected to present. Events Services will make sure all the necessary materials are collected from them and their requests and requirements are met. This includes audio / visual requirements, set-up instructions, collection of biographies and presentation materials. Thank You Letters, Gifts, etc. We work with you on the presentation and distribution of acknowledgments of thanks to those who assisted on the program and with the event (gift selection, thank you letters, etc.) » Group 6: Exhibitor Arrangements Confirmations and Correspondence We will ensure exhibitors know where and when they are to setup and tear down as well as stipulate and uphold all show rules. Venue Space & Floor Plans Trade show logistics include development of a workable floor plan, exhibiting needs and restrictions, and contract negotiations with show suppliers as required. » Group 7: Pre-conference registration package and distribution Formatting/reproduction and distribution of materials We will work towards a timely collection of program information from your planning partners. We will also work with you on the formatting and layout of your program materials and finalize, reproduce and distribute those materials. » Group 8: Registration handling 1 Business-Day Turnaround on Inquiries We will respond to all delegate requests for information or inquiries about your event within one business day from the time they contact us. Internet, Fax and Mail-in Registrations Handling We make registration easy for your delegates by offering them a choice of registering online, by fax or by mail. Delegate Confirmations We ensure that a confirmation of registration is distributed to registered delegates upon registration. Confirmations are sent electronically to the delegate. We also provide electronic confirmation of payments so your delegates are aware of the status of their account. Collections of Registration Fees We will handle the collection of outstanding registration fees with tact and discretion. Use of Merchant Services Many delegates find the quickest and easiest way to pay for their registrations is by credit cards. We offer the use of our merchant services for the convenience of the delegates. Creation and Maintenance of a Web Conference Information Page We will create and host one web page designed to provide the basic information you need to draw your delegates: theme, date, venue, topic areas of interest, registration information. Full Analytical Reports of Delegate Demographics We are able to draw a variety of reports from the database we create for your event. Reports may include but are not limited to: occupational breakdown, company breakdown, age, gender, geographical breakdown, experience / education, etc. Accounting We will keep track of all your delegates' accounts for the event. » Group 9: Full accounting or tracking Payment and Tracking of Expenses and Revenues We are able to offer you reliable, accurate tracking of all revenues and expenses related to your event. Our accounting system allows us to provide you with detailed expenditure reports as well as revenue accumulation over the course of your event. Summary of Event We provide you with a detailed report of expenditures, revenues and profit at the close of your event. » Group 10: Conference Material Preparation Name Badges, Plates, Evaluations We prepare the name badges in accordance with the requirements you select (e.g. name, affiliation, title, etc.). Our database system allows us easy access to correct or produce new badges onsite. We ensure all speakers have the appropriate name plates prepared for display at their presentation area. We also develop, with you, an evaluation form that will capture the information you want from your delegates' feedback. Delegate Material Preparation We will collect and reproduce your conference materials in hard copy or electronic format. We work towards organization and display of the materials so they are both appealing and easy to work with. If you opt to offer your delegates electronic copies of materials, we are able to assemble and format your information and offer them in a CD Rom version for easy access at any time. » Group 11: On-site management Registration Desk Management We will provide onsite staff to manage your registration desk. Our staff greets all guests with courtesy and is trained in customer service to ensure that all your guests' needs are met. We provide onsite database management offering updated reports and registration information upon request. Our staff provides direction, material distribution and handles inquiries onsite. Total Program Coordination We provide an onsite program manager to ensure the event preparations are met and all needs of both delegates and speakers are satisfied. Program managers offer the client a direct one-on-one contact for all of your needs and troubleshooting. » Group 12: Event summary Report of Event Statistics Our database system allows us to provide you with a detailed report of actual attendees including any specific demographics you have collected in your registration process. Delegate Evaluation Summaries We will summarize all evaluations collected from your delegates to provide a detailed report of how the event was perceived by your guests.