Professional Conference Organising

• Meet with you to discuss your requirements and prepare an event proposal specific to your event.
• Provide appropriate team members to undertake all project and event management of your event.
• Meet regularly with conference committee to progress event planning and management.
• Oversee all aspects of services provided to you as outlined in event proposal.

CPD Services can recommend and obtain an appropriate platform to deliver a hybrid event.  Our team have the appropriate skills and training to operate the cameras and microphones in the conference room to ensure the virtual audience can gain the best remote experience.  We aim to maximise the hybrid opportunities of both the in-person and virtual audience simultaneously, bringing them together for a shared experience.

• Develop the initial budget for your event.
• Set up a distinct budget code for your event.
• Produce a final statement once all transactions have been processed.
• Provide all relevant financial transactions (eg income from sponsor organisations, fees from registrations, refunds, payment to suppliers etc).

As appropriate and in conjunction with the organising team, CPD Services can develop and advertise a prospectus for seeking sponsorship, exhibition and advertising opportunities.  We work to maximise revenue whilst attending to their requirements for exhibition space, advertisement opportunities, contractual obligations, etc.

As appropriate CPD Services can:

• Set up a Twitter page for your event and manage content
• Set up the event on the University of Aberdeen's event listing pages
• Curate and send out emails to GDPR compliant databases

Liaise with internal departments and external suppliers as appropriate to:

• Create and distribute press releases
• Create event imagery (eg website banners, magazine adverts, promotional flyers)
• Promote event/news on the University of Aberdeen's website and social media channels
• Create photography and video materials
• Advertise in paper and online publications (eg journals, magazines, forums)
• Set up event listings on external event listings websites

As appropriate CPD Services can:

• Liaise with the University’s web team or external provider to develop a conference website.
• Manage website content and on-going maintenance.
   

As appropriate CPD Services can:

• Set the abstract/paper submission timeline.
• Set up the online abstract submission system using Oxford Abstracts (or other appropriate provider).
• Manage abstract submissions and enquiries.
• Set up the abstract review panel.
• Advise delegates by email the outcomes of their submission.
• Collate abstracts and liaise with the design/print team to produce the abstract booklet.

As appropriate CPD Services can:

• Liaise with invited speakers to arrange travel and accommodation requirements.
• Liaise with speakers to determine any specific needs or requirements e.g. AV needs, dietary requirements.
• Provide speakers with up-to-date information about the conference.

As appropriate CPD Services can:

• Set up and manage the online store registration process.
• Deal with customer enquiries.
• Provide regular reports regarding delegate registration.
• Develop a feedback questionnaire for delegates.
• Provide a report summarising the feedback survey results.

As appropriate CPD Services can liaise with internal departments, such as:

• Web team
• Media Services
• Design/Printing
• Catering
• Room booking
• Contracts

As appropriate CPD Services can liaise with non-University suppliers, such as:

• Dinner venues
• Entertainment:  musicians ie Ceilidh bands, pipers, dancers
• Social programme: local castles, distilleries, breweries, tour operators
• Aberdeen city council
• Civic support
• Retail outlets
• VisitAberdeenshire
• Conference committee
• Printing services
• Website/ marketing services
• Transport services

As appropriate CPD Services can:

• Manage the organisation of the social programme including a conference dinner.
• Apply for civic hospitality from the council for a civic reception as appropriate.
• Arrange sightseeing excursions (as required).
• Liaise with entertainment providers for the conference dinner (eg Ceilidh band, pipers as required).
• Arrange delegate transport between venues using external transport companies (as required).

It is vital to consider the impact organisation and delivery of events have on the environment. Issues of sustainable development are increasingly important to brand owners, event sponsors, participants and visitors. Therefore being aware and understanding the environmental impact of an event is an important part of delivering a successful and environmentally responsible event. The team have developed an Event Sustainability Analysis tool to assess the environmental impact of each event we host, which enables us to mitigate these impacts as much as possible before they occur and also provide updates to clients on the environmental implications of their events during planning and delivery.

Our Event Sustainability Analysis Tool analyses and scores each of the following categories:

• TRANSPORT & TRAVEL
• ADVERTS & INFORMATION SHARING
• COMMUNICATION & ENGAGEMENT
• ENERGY USAGE
• VENUE + ADDITIONAL VENUES
• PROCUREMENT
• WASTE CATERING

As appropriate CPD Services can:

• Pack the delegate bags in advance of the event
• Brief any additional helpers (eg students) regarding their role.
• Be available ‘on-the-day’ to undertake registration and to troubleshoot throughout the event.
• Be the first point of contact for delegates arriving at the event
• Support speakers in uploading their presentations
• Co-ordinate and support exhibitors in arriving to organise their stand
• Prepare the room set-up for hybrid event delivery
• Be in the room to facilitate and support the order of speakers
• Facilitate questions
• Prepare and deliver welcome and closing speeches