Services - JC Events

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Services

Whether large or small, a one off meeting or a series of events, our services can be as minimal or as comprehensive as required. Our team is extremely accommodating and versatile in their approach, we treat every project as unique, passion for what we do and vision for what is possible enhances success and integrity along the way.

TYPES OF EVENTS

Conference or Symposium

When planning a conference or symposium it is important to consider your target audience and create a professional and sophisticated image that will appeal to those experts or specialists. Venue location, accessibility, function rooms, capacity charts and accommodation should be equally considered to ascertain whether or not a conference or symposium will suit the proposed space. Providing a detailed itinerary with clear information regarding flights, relevant transfers, meeting points and accommodation ensures that delegates and speakers travelling from interstate or overseas are well prepared for the journey ahead. There is often a need to deal with issues such as flight cancellations or delays, which in turn will affect ongoing connections. Our clients are able to view registrations in real time, we use live apps to communicate updates to attendees and registration fees are collected through our secure, event registration websites.

Highly detailed editable political map. Australia.

Roadshow

One of the most common obstacles when planning a roadshow (which is a series of events, of the same kind, in different locations) is logistics. Sourcing venues in appropriate locations with exceptional function space and accommodation needs to be considered. It is important that proximity of the venue in relation to the CBD and airport is measured and that on-site parking and/or transfers are organised accordingly. Packaging of on-site event materials and couriering from one location to another must be well thought out, timely and cost effective. When scheduling event dates, major events and holidays should be avoided, it is important that proposed dates and timing are discussed with speakers in the planning phase to ensure they are available. Providing a detailed itinerary to the speakers and support along the way means they can focus on the job at hand.

Gala and Awards

When planning a gala dinner or awards ceremony there is a definite need for some razzle-dazzle, show-stopping decorations and entertainment to create the perfect ambience. This type of event radiates sophistication and celebrates the success and achievements of attendees who are honoured in front of family and friends. Understanding the technological requirements for large venues, scheduling presenters, event orders, how to seat people and timing catering so that there is minimal disturbance all play a huge part in making this type of event a success. It is a special occasion, which if done the right way, will have people talking about the event for days afterwards.

Product Launch

Whether it’s using a specific colour to create a dramatic theme, planning a light show or marking the occasion with a theatrical tribute, the creative process involved when planning a product launch requires deeper consideration of what will promote that product successfully. It is important to manage public relations effectively and optimise the timing of the event to create maximum impact.

Advisory Board

A sound understanding of how to deal with high-level executives or specialists attending an Advisory Board meeting are essential. They are often time poor so it is important to remain proactive in your approach when sourcing accommodation, booking flights or organising transfers on their behalf. A personable approach and sound communication will make these professionals feel cared for/comfortable whilst reassured that you are able to meet their professional obligations. There is often the need to work within a tight schedule, appropriately timed and good quality catering, adequate technological support and internet access are all essential considerations.

Exhibition and Sponsorship

There are many considerations when planning an exhibition. Where the exhibition is going to take place, overall floor plan and what size the exhibitor stands should be. Having a reputable supplier to build the stands, understanding what constitutes an appealing/attractive stand or display and how to achieve it are important when marketing the space to potential exhibitors. Offering different levels of sponsorship, advertising the best locations in the exhibition hall and providing advice on how to maximise return on investment are enticing to potential sponsors.

Festivals

Planning a festival can often be an adventurous ride due to the volume of variables. How big the festival should be, number of attendees, grounds or venue, permits, funding and longevity are all important considerations when it comes to scope. Deciding on the festival’s structure, team, partners, participants, marketing and event management should follow. Festivals come in all shapes and sizes, they have unique challenges and obstacles which require forward planning, on the ground trouble shooting and solutions. They have a life of their own that if managed correctly can be extremely rewarding and enjoyable for all involved.

Event Brief

Our aim is to develop a detailed brief, identify queries and request clarification to accurately determine the event scope and important deliverables. From here we will put together a comprehensive proposal including quote estimate for your consideration.

Venue Selection and Advice

We will source an appropriate venue ensuring that location, function space, food and beverage, parking and accommodation is within brief and of the right standard. We are experts in contract negotiation and will liaise with the venue or hotel for the duration of the project to ensure the best possible outcome for your company.

Creative and Design

We will brainstorm creative concepts and work up a theme for your event, enhanced by great design. Working to brief, and within your companies design guidelines always in the foreground, we aim to impress. We are experienced in all facets of production and collaborate with a talented group of copywriters, designers and printing companies to provide marketing and event materials such as teasers, invitations, signage, banners, program booklets, agendas and newsletters.

Online Event Registration

JC Events uses leading event registration software which is automatically tailored for mobile devices and can be customised with your company’s preferred brands, colours and images. You may prefer a simple registration page to capture basic delegate details, or a more complex multi-page event registration website which features an agenda, speaker profiles, flight and accommodation requirements, post-event evaluations and surveys. No matter what your objective, we will provide you with access to view registrations in real time and customise your reports for each event.

Travel and Logistics

We understand that logistics can either make or break an event. Rest assured, our logistics expert will liaise with your preferred hotel to manage accommodation for delegates ensuring that company compliance is adhered to. We will work with your preferred suppliers to book and confirm domestic and international flights, issue taxi vouchers, coordinate transfers and will manage delegate queries on your behalf whilst they are in transit.

Communication

It is imperative that delegates attending your event are well informed. Our programmed reminders and personalised confirmation emails detailing venue, agenda, accommodation, travel and logistical arrangements are sent out prior to an event. We will establish solid working relationships and ensure ongoing communication with sponsors, third parties and stakeholders.

Audio Visual Production

JC Events collaborates with reputable suppliers and technical producers to showcase your event. Working within budget we will obtain quotes on your behalf and book equipment based on your requirements and approved recommendations. All aspects of the production including set up, staging, lighting, presentation, sound, scheduling, rehearsals, broadcasting, technical operation and audience participation are managed by our team in the lead up to the event and on the ground.

Conference and Event Management

We share your aims, objectives and vision to create and deliver an exceptional ‘one out of the box’ experience for all concerned. Our on-site management includes meetings with venue staff, provision of event orders, run sheets, production and logistics schedules, set up and management of the registration desk/conference secretariat, troubleshooting, distributing name badges or lanyards, positioning of event props and materials, coordinating food and beverage, overseeing Audio Visual production and managing logistics. Our support allows you to focus on relationships with your customers and key stakeholders in attendance at the event.