| Question. |
How can I make the Gala Dinner different and more modern? |
| Answer. |
Gala dinners are a great way to show your clients and staff the true spirit of the your organisation and can often double as an awards ceremony which in turn saves you some money. Choose your venue carefully and maximise the impact of the space you have – light interesting stone walls, up light trees, water features and alike. "Styling" is the new buzz word and the clever use of lighting and modern floral arrangements is effective and will show off the space you are in. Create an entrance way with lighting and draping silks. Well dressed and groomed wait staff are also important and speak volumes about your company. Less is often more – Over the top busy theming of events is out. Let the food and wine speak for themselves, choose wisely and invest well with great Cocktails/mocktails in martini glasses, superb wines, icy cold beer and plentiful amounts of fresh local produce to eat. Engage an expert. Event Management companies and audio visual suppliers are available Australia wide and will work within your budget and deliver a professional finish. |
| Question. |
The boss has slashed the budget. How do I cut costs? |
| Answer. |
Firstly you need to call the Bureau nearest to where you are holding your event and ask for referrals to a reputable meeting planner in the area. All meeting planners are adept at providing innovative solutions when things are tight and will negotiate with suppliers on your behalf. They often have bulk purchasing power and can source components of your event such as satchels, printing and gifts at competitive rates. Some will also secure sponsorship for your event or organise an auction (to help offset the costs) on the final dinner. The money outlaid to engage a meeting planner is often recovered many times over. |
| Question. |
Is there an easy way to get comparative quotes from various destinations? |
| Answer. |
Your local Convention Bureau (there are 16 across Australia) will help you at absolutely no charge. Simply provide a brief of your needs and they will go out to a limited number of suppliers who meet your requirements who will in turn provide you with written quotations. From venues and theming to speakers and partner programs the Bureaus will assist. |
| Question. |
How do I select a conference organiser? |
| Answer. |
If you are looking for a conference organiser in your home state, contact your local Convention Bureau who will be able to refer you to a selection of reputable conference organisers. If you are looking for a conference organiser from the area you are holding your event, contact the nearest Bureau to your event location that will refer you to local conference organisers. Many conference organisers are familiar with numerous Australian destinations.
A good working relationship with your conference organiser is essential for any successful event – ensure your objectives of the event are clear and discuss expectations, budgets, restraints and any other issues up front to ensure a successful partnership follows. |
| Question. |
How do I learn more about running professional events? |
| Answer. |
You can engage in the services of an event planner who can take you through the planning process. You may also consider joining event industry organisations such as Meetings Events Australia (MEA), International Special Events Society (ISES) or the PCO Association where you can participate in specialised courses in event management and network with other people working in the event industry. Your local Bureau can put you in touch with these types of organisations. |
| Question. |
Is there a cost effective way to visit various destination for site inspections? |
| Answer. |
Absolutely! Contact the Convention Bureau closest to your proposed event location and provide them with a thorough brief of your event. Convention Bureaux have established relationships with the local suppliers and operators in the destination you are considering and can easily assist you by putting you in touch with the right contacts and if possible assist you with securing industry discounts with your accommodation and travel. The Bureau will ensure you make good use of your time and can help you plan your site inspection and offer suggestions you may not have considered. All this at no cost to your organisation! |
| Question. |
I'm really busy – what can I delegate? |
| Answer. |
Each bureau offers a range of free services that can assist you when you are really busy, so there are a number of things that you can delegate to us when it comes to planning your next business event. Whether you are looking for a venue, accommodation or a service all bureaus are able to help you via their request for proposal service in matching your needs with the right available options. Whether you are looking to bid for a conference most bureaux are able to assist you in putting together a high quality conference bid detailing yours and the destinations credentials. Whether you need to know more about a destination or whether you need to promote your event we can assist. Each bureau has a team of dedicated staff with local knowledge and know-how, experience and expertise and you have access to those services. |
| Question. |
How can I encourage more delegates to come to my conference? |
| Answer. |
So the conference is confirmed, you have locked in your venue, your speakers, your social events and now it is time to focus on locking in your delegates. Delegate-boosting is a specialty service that most convention bureaux offer as a way to assist in maximising your conference delegates. If you really want to get the maximum number of attendees then you really need to put together a marketing strategy to focus specifically on profiling the conference to your potential delegates. Bureaux have a range of services and solutions that would be able to assist you with your promotion of your event including: images, destination copy, DVD's, merchandise and collateral – all of these would assist in promoting your conference and ultimately encouraging more delegates to attend. |
| Question. |
Is there a guide to the venues and services in each city? |
| Answer. |
Each year most Convention Bureaux produce a range of guides for distribution to clients and contacts in the business events industry. They can vary in name from Meeting Planner's Guide to Navigator's and some are available in hard copy or online however they all contain useful resources to inform and inspire and information that will help you get your business event up and running. The guides are the ultimate directory for meeting and event planning in any city or region and they contain information from facts and figures to venues and accommodation to pre and post touring activities. They are available free of charge and really will become your bible for planning your next event. |
| Question. |
Are there any on-line tools that can assist me in arranging and costing my event? |
| Answer. |
Yes: There are a range of on-line tools that can be used to organise conferences. Most on-line services charge by the delegate and/or by the day and can over all facets of a conference including registration, accommodation, flights and additional events and activities.
For people who have not previously organised a large business event it is recommended that they consider using a processional conference organiser or meeting manager. You local Bureau can put you in contact with these types of organisations |
| Question. |
How can I get special deals on group flights? |
| Answer. |
Both the domestic airlines offer special deals for conferences and groups, your local Bureau can give you the best contact person to speak to.
Today it is common for individuals making their airline booking directly. To assist conference organisers to track this airlines now offer web link the can be added to the conference registration page. The link takes delegates to the best fare of the day but at the same time tracks the number of booking made via the web link. Depending on the number of bookings made some airlines offer free tickets that can be used by the organiser for speakers or VIPs. |
| Question. |
How do I run a "green" event? |
| Answer. |
Tourism Australia has a "green check list" for event organisers for more information, click here |
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Need to knows something else? Email Jane with your question at jane@whatisthebureau.com |
