CORPORATE / SPECIAL EVENTS

The idea is planted.
Your company is holding a conference in the near future.
 You know there will be a lot of work ahead.....
Planning, coordinating, phone calls, faxes, mailing, bills, questions,
details, details, details . . . . . !

Most of all, the first decision would have to be made as soon as possible.....
Where to hold the conference? Let AFFAIRS do all of the worrying!
Tell us what you need..... What you want .......
And how you want those implemented. . .

Affairs takes care of anything and everything from. . .
Registration, Accommodation, Transportation, Documentation/Certificates,
Promotions and Entertainment, Meals & Snacks. . .and. . .
Other incidentals. . .

I. PARTIAL CONSULTANCY / COORDINATION

The company addresses specific requirements of the organization.

DAY COORDINATION

The company attends to delegates' need for the day and attends to facilitation of the conference agenda. Most importantly, the company makes sure all details for the day go off without a hitch to

• Keep the conference most organized
• Provide delegates and guests a central location for assistance
• Ensure comfort and security
• Assist the event chair and various committee chairs in overseeing event activities
• Provide necessary logistics such as manpower and equipment to guarantee effective implementation of event management.

SERVICES TO BE PERFORMED

1. Registration

• Management of Registration and Reception Desk  
• Traffic flow design and assistance upon registration to ensure that registrants are attended to as quickly as possible

2. Physical Set-Up

• Function Halls/Rooms
• Emergency and Information Booths
• Lost and Found Booth
• Directional Signs

3. Time Management of Day Activities

• Timekeeping for adherence to scheduled program
• Preparation of Conference Equipment 

4. Coordination and Facilitation

• Catering
• Transport Service

II. FULL COORDINATION PACKAGE

1. Pre-Convention Coordination

Affairs will

    Present & Review

• Convention Organizational Chart
• Registration Fees
• Reception Desk Requirements including Forms, Convention Kit & Contents
• Secretariat Operations
• Activities of Delegates’ Companions 
  

   Canvass/Arrange/Review/Present

• Accommodation Rates & Packages
• Study on Computerized Registration Procedure
• Catering Services
• Transport Services: Inbound/Outbound and In-City
• Quotations for
• Plenary Sessions’ Audio-Visual Requirements
• Local Cultural Presentations
• Sports/Gaming Activities
• Official Photographers
• Video Coverage of Highlighted Events

   Coordinate

• Shuttle Services to/from Convention Site / Hotel
• On-Site Parking Space Provisions

   Assess/Arrange

• Convention Physical Set-Up according to Set-Up

   Assist in

• Securing Permits Banners/Streamers

   Arrange

• Line-Up Welcome Reception

2. Convention Proper Services

   Coordinate/Facilitate/Assist

• Accommodation Bookings
• Catering Services
• Transport Services
• Convention Venue Requirements
• Plenary Session Requirements
• Official Photographers
• Video Coverage of Highlighted Events
• Line-up Welcome Reception
• Registration Desk
• Convention and Post-Convention Tours

OPTIONAL SERVICES

Affairs will

   Prepare/Design
        - Convention Kit including Souvenirs

   Prepare/Print
        - Souvenir Program

   Set up
        - Trade Fair Booths

   Organize
        - Optional Tours

   Manage
        - Sports Tournaments

NOTE

1. PROFESSIONAL FEE is for services rendered only and does not include cost of printing materials (i.e. Cost of printing conference leaflets, cost of printing in-city maps and/or other conference kit inserts.) and other incidentals (i.e. Cost of hiring additional personnel as usherettes and registration table attendants, printing of program for special events, printing of program for conference proper….).

2. OPTIONAL SERVICES, when rendered, shall be billed on EIGHTEEN PERCENT (18%) of cost basis.