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Conference management services

RACS offers a professional conference organising service to specialist societies. To deliver a successful meeting, an event manager is assigned to work with your organising committee and communicates your needs to the team in the Conference and Events Department and all event suppliers.

On this page

Services provided

Accommodation and travel

  • transport management
  • travel and accommodation negotiations
  • provision of all event travel requirements

Advertising/marketing

  • advertisement design and placement
  • media management
  • publication printing and distribution

Financial management

  • developing and managing an event budget
  • event accounting
  • profit and loss statements
  • final event financial report for auditors

Graphic design/publication artwork design including:

  • promotional flyer
  • registration brochure
  • call for abstracts
  • final conference program

Information technology

  • abstract submission site
  • abstract management
  • liaison with speakers (invited and free paper)
  • website development for conferences
  • virtual congress technical establishment and management

Planning

  • event planning
  • setting critical path timeline
  • working with organising committee

Registration/secretariat

  • registration processing and management
  • form design
  • dedicated meeting telephone, fax and email address for all enquiries
  • computerised conference registration system with online registration capability
  • recording and reporting of delegate numbers
  • on-site management of registration desk
  • satchel packing

Sponsorship/exhibition

  • sponsorship management services
  • sourcing sponsorship
  • managing sponsor invoices and registration
  • fundraising services
  • exhibition sales
  • exhibition management
  • exhibition floor plan design
  • liaison with all exhibitor suppliers

Theming

  • conceptual and graphic design
  • logo development
  • special and themed events
  • liaison with suppliers including sound, lighting, entertainment and audio visual
  • social program planning and management

Venue

  • venue negotiations
  • booking and contracting
  • room allocations
  • catering requirements
  • audio/visual management
  • liaison with venue staff and all event suppliers on-site

Conference management fee

The management fee forms part of the conference budget as a set fee and includes event management staff on-site.

Contact

Conferences and Events Department
Royal Australasian College of Surgeons
250-290 Spring Street
East Melbourne VIC 3002 Australia

Telephone: +61 3 9249 1117
Email:[email protected]