Frequently Asked Questions
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Frequently Asked Questions
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Conference ManagementCan Index do everything involved in organising my conference? Financial and Administrative Management Can Index help with the financial development and control of my conference? Programme Design and Management Can Index help with the organising of the programme? Print and Publicity Can Index promote my conference? Venue Management Can Index find my conference a venue? Delegate Management Can Index handle all the delegate registrations? Management of Social EventsCan Index organise a social programme for my conference? Exhibition ManagementCan Index provide full support for my exhibition? Can Index do everything involved in organising my conference?Yes, Index can manage and support every aspect of your event. We can plan for and action everything from finding a venue at the beginning of a project, to ordering flowers for presentation to your VIP’s at the end of the event. Can Index help with the financial development and control of my conference?Yes, we can provide budget options for specific areas of the conference, monitoring and controlling the financial well being of your event, whether sponsored by your organisation or dependent on paying delegates. Our activity ranges from seeking competitive quotes for all services and materials, checking all incoming invoices and passing them to you for payment and raising the cheques in-house if the conference bank account is held by us. We will receive and process all payments, giving you detailed interim and final accounts and can set up bank accounts as required. Can Index give me advice on local taxes?Yes, we will investigate and take advice on local taxes on your behalf. For the UK, we are familiar with VAT planning for conferences and can advise accordingly. What about my legal status for the conference?Yes, for non-corporate events it is important to assess the liability of those organising your event. We can establish the conference as a charity or a limited company depending on your requirements. We can also organise appropriate insurance for your event. Can I access the latest developments on my conference at any time?Yes, our unique ‘online office’ systems allow our clients and their committees to access the conference’s website at any time and view the latest statistics on registration uptake and abstract submission as well as the latest developments in the conference programme and social event organisation. Can Index help with the organising of the programme?Yes, we will work with the programme committee on the design and structure of the event programme. Our involvement could include identification of speakers, liaison with them to ascertain requirements, through to stage design and technical support to payment of expenses. We will also liase directly with the invited speakers on matters such as abstracts and conference briefing. Can Index manage all the ‘abstracts’ submitted?Yes, we will prepare and manage abstract submission, systems for review for scientific as well as corporate events, whether the abstracts are submitted by hard copy or electronically. The abstracts will be numbered and processed, and distributed to the abstract reviewers and the authors briefed. Can Index plan my poster session?Yes, we will plan the poster area and sessions, arranging all poster area equipment that is required. We will brief poster presenters, ensuring that all authors presenting posters are prepared and are fully supported at the event. Can Index arrange satellite symposia?Yes, we can advise and work with companies and organisations wishing to hold satellite symposia associated with your event, aiding them in establishing a professional symposium through promotional support, within the framework of the conference. Alternatively, we can organise satellite symposia for you at other events. Can Index promote my conference?Yes, the promotion and marketing of an event is crucial to its success. We will promote your conference so that it gets the highest possible profile. We will begin by establishing a marketing plan to potential delegates, exhibitors and sponsors. We will research a choice of advertising media, liasing with publishers to secure editorials and announcements. The use of electronic promotion is an option that would have to be decided upon. Not only will we promote your conference within this country but also through agreed international channels. Ensuring that your conference is well promoted, ensuring the success of your event. Can Index provide me with a Website?Yes, of course, having a Web presence today is very important in the promotion of your event and adds credibility to it so that it is seen as a professional and reputable conference. We will identify the objectives of the site, and oversee the set up and design of it. By having a web site we will create new marketing opportunities for the event. If you wish, the site will be able to allow your delegates to register online, submit queries and abstracts and request further information. The site can economically offer a wider range of information. Can Index provide all the conference literature and distribute it to the right people?Yes, we can. We will collate the relevant information and produce ‘copy’ and design print items, while establishing and maintaining print deadlines. We will liase with printers regarding deliveries, and packers relating to the distribution of the literature. Can Index find my conference a venue?Yes, we will assess what the event needs and approach suitable venues before providing a comprehensive, independent guide to viable venues. We will then advise you on the suitability of each of the venues and negotiate excellent rates on your behalf. We have achieved excellent results for our clients in this field. Can Index manage the venue and ensure all our requirements are identified and met?Yes, we will confirm the booking of your chosen venue and negotiate terms, before beginning to allocate space for all your conference needs. We will ensure that the programme has technical support in the form of AV equipment and technical personnel. We will identify and work with external contractors for all requirements needed for your event and work alongside the venue to ensure its smooth running. ll AV requirements will be catered for with experts on site to deal with any problems. Can Index handle all the delegate registrations?Yes, we will make registration as easy and hassle free as possible for both delegate and host. We have systems in place that have been tried and tested at hundreds of conferences and we excel in this area. We will receive and process all registrations and payments either traditionally or electronically, keeping you fully informed on the delegate numbers. Not only will we deal with the initial registrations, but we will be on site, at the registration desk ensuring everything runs smoothly. We proactively strive for excellence in face-to-face customer care. Can Index just provide an onsite registration team?Yes, our highly skilled team are trained to deal with your delegates for any conference in an efficient and friendly manner, dealing with any problems or queries effectively. Can Index provide a comprehensive online registration system?Yes, we have developed a sophisticated system whereby delegates can complete their entire registration from initial interest in the event through registration and accommodation selection to online payment. Can Index organise all the travel arrangements required for the event?Yes, we can make arrangements for groups as well as individuals. We have been working with Amity Business Travel for over 14 years and they have contributed greatly to the successful management and budget control of speaker and sponsored delegate travel. We will also locate and work with local coach companies for the transfer of delegates for any conference activities. We will provide you with quotations for all travel costs, which can then be incorporated into the event budget. Can Index organise accommodation for everyone?Yes, we offer an accommodation service for groups and individuals associated with your event. We will liase with the delegates and guests on their requirements, and confirm bookings. We will strive to obtain group rate discounts for delegates, ensuring that the accommodation costs are fair and reasonable. Can Index organise a social programme for my conference?Yes, we will organise social events that are fitting with the theme and style of your conference, ensuring that the needs of the delegates, speakers and conference personnel are catered for. We will organise any catering and entertainment you may want, ensuring that not only do your delegates enjoy the event, but you do too. Your guests will remember an excellent social programme long after the conference finishes. Can Index provide full support for my exhibition?Yes, we have years of experience in organising exhibitions from planning to marketing, from follow up to implementation. We have skills for the logistical planning, design and marketing of any exhibition. We will manage the exhibition publicity and briefing mailings ensuring all companies approached are given the correct and relevant information so that their investment is perceived as excellent value. We will carry out follow up calls to companies in order to sell exhibition space and gain sponsorship for the event. We will finally plan and attend the exhibition in order to manage the building and breakdown of the exhibition. |
