Presentation on theme: "Inspired Events – August 2011 1 University Mental Health Advisers Network (UMHAN) Event brief To organise and event management the following conference."— Presentation transcript:
Inspired Events – August 2011 1 University Mental Health Advisers Network (UMHAN) Event brief To organise and event management the following conference on behalf of UMHAN What: One day conference on the theme of Equality and Mental Health. Possibly to include seminars and workshops When: Wednesday June 20 th or Wednesday June 27th 2012 (tbc) times tbc Where: Midlands – the Birmingham City University has been suggested as a possible venue Attendees: Approximately 100 delegates Why: To raise the awareness of student mental health as a national issue within universities and the wider community. To establish/share good practice, through co-operation, learning, networking and sharing. To publicise UMHANs national profile To establish stronger links with external agencies
Inspired Events – August 2011 2 Venue Sourcing & Booking – to include: Main venue, accommodation for speakers Pre-conference Dinner Catering, refreshments, dietary requirements IT/AV Equipment Bespoke Website – to include: Background on Umhan Conference details Online registration and payment facility Exhibitor details Finance Management – including managing delegate payments, bespoke bank account Speaker Liaison Document Design, printing & distribution – to include: Brochure Mailing list Joining Instructions Questionnaire Delegate Pack Badges Onsite Event Management, including setup day before Onsite Registration Adhoc Items Event Insurance Event mobile Photographer Outline Event Responsibilities
Inspired Events – August 2011 3 _______ _______ ____ _______ _____ _______ _______ ____ _______ _____ _______ _______ ____ _______ _____ _______ _______ ____ _______ _____ Inspired Events We have extensive experience with corporates and charities alike in providing event management, venue and hotel sourcing and booking and delegate management. In addition we provide badging, registration, brochure and pack production services. Working closely with a variety of businesses we help them to deliver best-in-class, strategically-led, innovative events that are closely aligned to pre-set objectives and supported by cost-effective, efficiently-executed organisation and logistics. Most of our business comes from personal recommendation and our client retention level is above industry norms. We are flexible and resourceful, equally happy to project manage an entire event or provide individual support for specific elements such as catering or venue search. We strive to become a member of each clients team and pride ourselves on being on hand at all times and flexible in our approach to all situations.
Inspired Events – August 2011 Clients include…… Current clients – relevant to this proposal Adapt Training & Development Ltd- ongoing hotel sourcing & booking and delegate management Brixton Splash Ltd- event management for a not for profit organisation who produce an annual community led street Festival in south London Dyslexia Research Trust- event management support for their annual fund-raising dinner EDF Trading Ltd- ongoing meeting space sourcing and delegate management NHS- hotel sourcing, payment and invoicing for annual training programme, now in second year Previous clients – relevant to this proposal Ofgem- this company now has in-house events staff Raytheon UK- one off office move celebration Santander- two large training programmes Tube Lines Plc- this company is now back within the remit of TFL
Case Study Tube Lines Plc – Leading Change Management Training Programme Programme size – Over 1,000 staff attended this training programme over the course of 3 years, delegates attended in groups of 120 per event and each delegate experienced the following: A one-hour in-house launch Module One - 2 day residential programme Module Two - 2 day non-residential programme 360 feedback sessions We provided the following delegate management support for this programme, per event: Setup database of invitees, logging invitations, replies, non-replies, attendance and non-attendance. Allocating delegates to 6 cohorts of 15-20, ensuring good mix of internal departments Inviting delegates – usually via email to Launch event, Mod1 and Mod2 Monitoring of replies, chasing where necessary, switching dates, groups if required Issuing Joining instructions to attendees, speakers & facilitators i.e. location details, map, agendas Sending reminders and/or telephoning individuals to confirm attendance Updating database post event and post event feedback We provided the following Event Management and Admin support for this programme, per event Venue setup afternoon/evening before, includes room] setup, [i.e. theatre style, cabaret etc] setting out delegate packs, badges, pads, pens etc Delegate registration each morning Onsite supervision from the day prior to end of day 2 Printing and compilation of delegate badges Compilation of delegate packs, including printing of documents Agreeing lunch/dinner menus
Inspired Events – August 2011 6 Notes & Costs This proposal is written as a broad outline to showcase how we can provide the Event support to your event, ensuring its success on the day. This is not the definitive article and shouldnt be considered as such, as we would anticipate some in-depth work with yourselves going forward. In our view events continue to evolve right up to a few weeks before and hence we like to keep everything flexible. We would be delighted to join you on 12 th September should our proposal be successful. We are aware that you have not specified a budget and we are also aware that a large number of costs will be based on final location, numbers etc. However based on anticipated numbers of 100 attendees we would expect our fees to be £3,500 + vat. This cost also includes all meetings with yourselves and venue visits, everything outlined on page 2 and onsite event management with two staff to ensure the smooth running of the entire event and all its composite parts. This cost does not include the following, all of which we can source and negotiate on your behalf. We can finance these costs and invoice yourselves or you can be invoiced directly: Venue hire, catering & refreshment costs, IT and AV costs Brochure design, printing and distribution [i.e. postage] costs Pack, questionnaire, design and printing costs Badges Bespoke website design Event insurance Photographer Accommodation for Umhan representatives, speakers and event staff Pre-conference dinner Overheads: travel to/from the event, bespoke mobile,