Scientific Event Specialist
IN ASSOCIATION WITH VETLINK EST 1999
Let us make it a success
About Us
360Conferences is a trusted name in the industry providing a comprehensive conference service. We specialise in managing tailor-made scientific conferences, giving attention to detail to ensure seamless execution while crafting unforgettable social gatherings that leave a lasting impression.
Our decades of experience have honed our team’s expertise and given us the edge in orchestrating events that stand out. Whether it’s a corporate conference or a virtual event, our team of professionals possesses specialised skills and knowledge to deliver success.
Our extensive network of reliable vendors allows us to provide cost-effective and reliable solutions for all your congress and event demands.
In addition to event logistics, 360Conferences offer expertise in marketing, web design, online media, and print media. Our in-house team of professionals can help you promote your event, whether through digital campaigns, website development, or print materials, ensuring that your message reaches your target audience effectively.
360Conferences complies with the following criteria for the organisation of a congress
- Proven track record of running profitable events with a personal touch
- Financially sound
- Level 4 BEE accredited
- Registered on the Central Supplier Database (Government)
- SAACI accredited member
- Public indemnity insurance
- Tax compliant
- Ability to work within NPO budget constraints
- State-of-the-art online registration system
- Full-time experienced staff component (5 permanent staff members and 1 off-site graphic designer)
Digital Marketing
- Design and conceptualize event marketing materials, including the basic look and feel.
- Seek approval and make changes as necessary to the proposed artwork.
- Finalize the marketing plan and develop materials for email newsletters, social media posts, etc.
- Set up an event website to promote and provide information about the event.
- Develop content for marketing emails and bulk SMS according to the marketing schedule.
Budget
- Obtain quotations, negotiate prices, and present a budget for committee approval and input.
- Control expenses and obtain quotes for venues, printing, and other necessary items.
- Prepare a trade proposal and assist the committee in inviting sponsorship for the event
On-Site Services
- Set up electronic registration and link it to the event website.
- Establish the payment channel for delegates.
- Respond to delegate inquiries via telephone and email.
- Set up and manage the on-site registration desk.
- Develop an outline of communication, including branded confirmation emails upon registration with “Add to Calendar” functionality.
- Send automated invoices or purchase orders (POs) with statements upon payment.
- Regularly update delegates on the event program and social events through various marketing channels.
- Send an event reminder with the program one week before the congress.
- Send a final reminder one day before the congress, including venue details, confirmation of social events, payments, and program information
Venue
- Select the venue, conducting site visits if necessary.
- Negotiate prices and ensure all requirements, such as backup power, internet connections, and facilities, are met.
- Provide the venue with a schedule of events, communicating timings, menu selections, etc.
- Pay deposits and confirm bookings.
- Double-check meeting room lighting, sound, and signage placement BEFORE the event starts
- Communicate with the sound engineer, perform sound checks, and set up computer links DURING event
Congress Material Collateral
- Design and layout proceedings for the event.
- Obtain quotes for print materials, send them for printing, and liaise with printers regarding deadlines and requirements. Coordinate pickup.
- Design and print name tags.
- Design and print certificates.
Registration & Communication with Delegates
- Liaise with the hotel, speakers, delegates, and trade representatives on-site.
- Manage any issues or challenges that arise during the event.
- Assign a minimum of two full-time staff members for the duration of the congress and social functions.
Speakers
- Manage speaker sign-up and agreements, collecting all necessary details for marketing purposes.
- Make arrangements for travel and accommodation if required or agreed upon.
- Coordinate the provision of PowerPoint presentations, schedules, and other requirements.
- Provide session chairs with speaker CVs.
Financials and General Administration
- Send invoices to all delegates, track payments, and follow up as necessary.
- Reconcile bank statements.
- Invoice trade partners (if applicable), provide statements, and follow up on payments.
- Send thank-you letters to speakers.
- Send thank-you letters to delegates, and announce the next congress venue and date.
- Ensure payment to all service providers and check accounts against actual figures.
- Prepare documents for auditing.
- Maintain a planning schedule and conduct regular communication and meetings with the scientific committee.
Overall Event Management
- Liaise with the hotel, speakers, delegates, and trade representatives on-site.
- Manage any issues or challenges that arise during the event.
- Assign a minimum of two full-time staff members for the duration of the congress and social functions.
Our Mission is to ensure
- That every delegate, trade member, and speaker who attends conferences and events organized by 360 Conferences enjoy a remarkable and unforgettable experience.
- We are committed to fostering the growth of scientific and business knowledge among Southern African professionals through our events.
- Furthermore, we aim to establish a communication network that connects professionals to collaboration and knowledge exchange.
- We are dedicated to harnessing both new and existing communication channels and methods to achieve these objectives.
Meet the Team
Our team has professionals with extensive experience in conferences, admin, marketing, publishing, and management.
Together, the Vetlink team is a harmonious blend of skills and expertise, working as a cohesive unit to elevate the world of veterinary & scientific conferences and offer our clients an unmatched level of service excellence.
360Conferences is a division of Vetlink, providing a event organisation service to professionals outside of the veterinary profession.
Maximize Your Success
We are dedicated to ensuring the success of your conference or scientific event, going above and beyond to make it truly remarkable. Our team is committed to providing exceptional service and support every step of the way.