Logistics & hospitality

A7 CONFERENCES’s team has more than 8 years of expertise in managing 360 degrees support for logistics & hospitality assistance during all kinds of business events. This support includes:

  • Receive the request on event management services from the Client
  • Search for appropriate venues for accommodation/conference hall/s rent
  • Approve the venue for accommodation with the Client
  • Approve the venue for conference hall/s rent with the Client
  • Book the venue for accommodation
  • Book the venue for conference hall/s rent
  • Select the menu of coffee breaks / lunch / dinner
  • Approve the menu of coffee breaks / lunch / dinner with the Client
  • Organize daily/weekly meetings with working group of the event
  • Prepare the final budget of the event
  • Send the proposed budget of the event to the Client
  • Receive the final list of registered participants who require accommodation (firstnames and secondnames) for booking
  • Receive the final list of registered participants who require special assistance (disabilities, pregnancy, vegetarian food, mediacal assistance, etc)
  • Approve the team member/s who will attend the event with theClient delegation
  • Make updates to the Client for the request execution process
  • Receive the list of marketing materials needed for the event from the Client
  • Prepare the content of the marketing materials (invitations, badges, invitation letters, packages, folders of the participants, banners, press wall, program of the event, etc.)
  • Prepare the design of the marketing materials (invitations, badges, invitation letters, packages, folders of the participants, banners, press-wall, program of the event, etc.)
  • Prepare printing of the marketing materials (invitations, badges, invitation letters, packages, folders of the participants, banners, press-wall, program of the event, etc.)
  • Select and invite hostesses and security specialists
  • Organize visa support for participants
  • Receive the list of marketing materials needed for the event from the Client
  • Choose the necessary equipment
  • Approve the necessary equipment with the Client
  • Organize and plan the logistics&transportation of event materials to the venue (inc. equipment, marketing materials, etc)
  • Select transfer services
  • Approve the transfer services with the Client
  • Arrange all needed equipment for the registration area (arrangement of tables, chairs, tablecloths, if necessary)
  • Send to speakers technical requirements for broadcasting their presentations
  • Receive the presentations of speakers for broadcasting via projector
  • Check the presentations of speakers for broadcasting via projector with the equipment requirements
  • Organize and prepare online broadcasting during the event
  • Invite translators/interpreters and arrange simultaneous translation equipment
  • Arrange the simultaneous translation equipment
  • Organize photo / video / sound / light / music assistance during the event
  • Arrange the online registration form for participants, speakers and media representatives
  • Arrange the equipment for the registration area (arrangement of tables, chairs, tablecloths, etc)
  • Ask the subcontractors for services
  • Access the subcontactor’s qualifications for the specific project
  • Control the billing with subcontractors/the Client/accommodation&conferences halls partners
  • Prepare all needed financial documents
  • Pay in advance for the needed services
  • Send proposed accounting documentation to the Client
  • Approve accounting documentation with the Client
  • Send the final approved accounting documentation to the Client
  • Approve the final budget of the event with the Client
  • Receive the final list of registered participants
  • Organize the logistics&transportation of event materials from the Client offices to the venue (inc. equipment, marketing materials, etc)
  • Check the venue facilities to be sure that all equipment is in place, air conditioning/heating works properly, sound/lights systems are in operational status
  • Place banners of organizers, partners and the Client’s, booklets, pens, badges, event signs, event schedule and event participants list at the venue
  • Organize arrangement of chairs in the room, placement of chairs and tables with microphones for speakers, a projector, a laptop, a display screen, etc
  • Organize registration of the participants
  • Control the catering services
  • Control the special assistance to participants with disabilities or special requests
  • Control the appointed event manager for the specific event for the overall event process
  • Provide technical assistance to speakers
  • Organize online/offline asking questions to speakers
  • Organize online broadcasting of the event
  • Arrange reimbursements for participants
  • Transportation of non-used marketing materials to the Client office
  • Prepare the final report of the event (including photos,videos, audio recordings, list of attended participants, etc)
  • Prepare the final budget of the event with any possible amendments to the initial budget
  • Approve the final report and budget of the event with the Client
  • Send the final report and budget of the event to the Client
  • Sign the originals of the final closing financial documents
  • Send the originals of the final closing financial documents to the Client
  • Control the post-payments for the event by the Client
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