Delegate Rate by Promarta
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Delegate Rate: The Details
We've detailed what our delegate rate includes and outlined some of the additional services we offer.
√ included in our delegate rate
optional extra
Planning your event
√ Discuss what you want to achieve from your conference and help you design a programme that meets these objectives.
√ Agree a project plan and an outline budget for your event.
√ Arrange regular planning meetings to ensure you stay in control.
Venue
√ Help you select a venue.
√ Liaise with the venue throughout the planning process.
√ Provide detailed layout instructions to the venue.
√ Provide detailed instructions to the caterers, including any specific
dietary requirements identified by delegates.
√ Provide detailed instructions to other suppliers.
√ Prepare signage to guide delegates around the venue.
Speakers and workshop leaders
√ Introduce ourselves to your speakers and workshop leaders and collect
detailed contact information.
√ Brief speakers and workshop leaders on the programme, facilities available
and other arrangements.
√ Collate speaker and workshop leader biographies into a single document for
the delegate pack. (We also provide guidance notes on producing a short
biography to encourage consistency.)
√ Collect and test PowerPoint presentations to ensure they run correctly.
√ Produce additional PowerPoint slides introducing the event, announcing
speakers etc.
√ Pre-load PowerPoint presentations onto our laptop. (Our delegate rate
includes the use of one laptop for the main plenary session.)
√ Maintain contact with speakers and workshop leaders throughout the planning
process.
√ Brief speakers and workshop leaders on their audience (based on delegate
bookings).
√ Meet and greet speakers and workshop leaders on the day and help them
prepare for their speech or workshop.
√ Handle fees and expenses claims if agreed in advance. (Speaker and workshop
leader fees are not included in the delegate rate and will be added to the final
invoice).
√ Our delegate rate includes up to a total of 12 speakers and workshop
facilitators.
Add extra speakers or workshop facilitators at £50 each.
Exhibitors
While we are happy to arrange a few tables and chairs for an
informal exhibition if you plan a more formal exhibition we charge £100 per
exhibitor to:
√ Introduce ourselves to your exhibitors and collect detailed contact
information.
√ Collect exhibitor fees if applicable. This includes invoicing; banking
fees; a written reminder and a phone call if required; and keeping accounts of
who has paid and when.
√ Brief exhibitors on the programme, facilities available and other
arrangements.
√ Liaise with exhibitors passing on information as it becomes available
and dealing with their queries. Exhibitors tend to require a lot of care and
attention, particularly if they are paying for their stand.
√ Collate details on each exhibitor for the conference website and delegate
pack.
√ Produce a floor plan showing where each exhibitor is located.
√ Liaise with the venue and other suppliers to obtain the facilities and
equipment required by the exhibitors. (We will ask you to authorise any
additional venue or supplier costs.)
√ Maintain contact with exhibitors throughout the planning process.
√ Welcome exhibitors on the day and guide them to their exhibition stand.
√ Help exhibitors with sundries like Velcro tabs; drawing pins and extension
leads.
Promotion
√ Design, maintain and host a conference website with online booking.
√ Collate your contacts into a single database (from most electronic
sources).
√ Send promotional emails to your contacts with follow-up emails as required.
Add printed flyers/booking forms including design, full colour
printing, assembly and first class post to your contacts.
Bookings
√ Receive delegate bookings (including workshop selection) online, by fax and
by post. Our conference websites are W3C compliant to ensure accessibility.
√ Take enquiries by email, by fax, by post and by phone to ensure delegates,
speakers and workshop leaders can get in touch throughout the planning process.
√ Send instant email confirmations of online bookings.
√ Prepare joining instructions including directions to the venue by car and
public transport.
√ Email and post confirmation letters and joining instructions sent to all
delegates when booking closes.
Delegate packs
√ Our delegate rate includes collating, copying and assembling the items
below into clear plastic wallet. Email
events@promarta.co.uk if you want a free sample
√ Print a colour title page typically including the event name and date.
√ Print up to thirty sides of black and white printing/copying of contents,
this usually includes speaker and workshop leader biographies and any background
papers.
√ Supply a ballpoint pen and some writing paper for notes.
√ We generally recommend that PowerPoint presentations are not included in
delegate packs but are made available online after the event.
√ You (or your speakers, workshop leaders or exhibitors) can supply a
reasonable number of additional pre-printed inserts for inclusion in the
delegate pack.
We can quote for supplying a vast range of alternative folders and bags in
all price ranges.
We can also quote for printing or copying and assembling additional items
for inclusion in the delegate pack.
Badges and programmes
√ Provide and assemble a personalised name badge for all pre-booked
delegates, speakers and workshop leaders.
√ Prepare a personalised programme for all pre-booked delegates, speakers and
workshop leaders with the venue plan on the reverse.
On the day
√ Manage the setup on the day including checking layout, liaising with the
venue and caterers and directing other suppliers.
√ Liaising with the venue and caterers throughout the day.
√ Welcome and register delegates on arrival.
√ Welcome and guide workshop leaders to their rooms and ensure all
appropriate facilities and equipment are in place.
√ Welcome and guide speakers, familiarise speakers with the AV equipment and
introduce them to the conference chair and other key people.
√ Guide delegates around the venue and offer general assistance as required.
√ Brief the conference chair on the running order and agree any announcements
including safety arrangements.
√ Work with the chair and speakers to keep the event on schedule and deal
with any timing problems.
√ Collect evaluation forms from delegates (if using paper forms).
√ Guide delegates out of the venue; help workshop leaders clear their rooms;
secure equipment; ensure the venue is left clean and tidy and thank all
suppliers and staff.
Post Event
√ Capture delegate feedback through an online survey. We create the
online survey and email a link to those who attended the event. We have a
standard set of questions which you can use, change or add your own questions.
√ Update the event database with delegates registered on the day and
non-attendees.
√ Update the conference website and upload copies of the presentations
(subject to the authors giving permission).
√ Collate and summarise feedback from delegates into a simple report.
√ Review what went well and what could have gone better and prepare a lessons
learned report.
√ Finalise the conference budget.
√ Convene a post-event meeting to review the evaluation information; the
lessons learned report and conference budget.
While we recommend capturing delegate feedback online and include
this in our delegate rate we can produce a traditional printed feedback form and
collate the results for an additional £250. This covers design, printing,
distribution and data entry.
What Else Do You Need To Budget For?
Venue costs
Your venue may offer a delegate rate which will typically include the hire of the main room, refreshments including lunch and some audio-visual equipment.
You'll need to pay more for any extra rooms for workshops, and you'll probably need additional audio-visual equipment.
Prices vary considerably across London and between venues, but typically you'll need to budget around £50 per head for a basic venue in Outer London and £75 per head or more for a Central London venue. Extra rooms will probably be around £400 to £1000 each depending on location and size.
Some venues offer discounted rates for local authorities and less popular days of the week (Mondays and Fridays) may be less expensive.
Audio Visual Equipment
Most venue delegate rates include some audio-visual equipment but not what you need most - a laptop, video projector and screen. Prices vary considerably but expect to pay around £350 for one of each. Remember, your workshop leaders may also expect similar equipment.
Speaker fees and expenses
Whether you need to offer fees depends on the type of event and your relationship with your speakers and workshop leaders.
Professional speakers and celebrities will normally expect fees unless they have close links with your organisation.
People working for your organisation and your partners probably won't charge speaking fees. Nor will people from Central Government and most related organisations.
Voluntary organisations are increasingly asking their staff to recover the cost of their time as speaker fees.
It is considered polite to offer all speakers and workshop leaders their travelling expenses. These would normally be standard class rail fares and underground tickets. Be careful if anybody asks for a mileage allowance as this can work out very expensive!
Folders and other materials
Our delegate rate includes plastic folders, writing paper and a biro but you may want to use a more expensive folder or provide branded pens and other items. We are happy to arrange samples and provide quotes or use your materials.