List of conference support

RPA SUPPORT FOR CONFERENCES

1. GENERAL
1.1. Organising the event kick-off meeting with the Organising Committee to discuss requirements which include the event title, purpose of event, event date(s) and the expected number of delegates.
1.2. Preparation of conference funding proposal (e.g., Fáilte Ireland, SFI) where applicable.
1.3. Preparation of a one-page description of the event
1.4. Preparation of the event programme.
1.5. Following up on agreed actions relating to the event.
1.6. Booking conference/event dinner, entertainment and arranging a networking excursion.
1.7. Liaising with Finance Office for the payment of invoices and dealing with queries.
1.8. Organising a dry run with the Organising Committee.
1.9. Liaising with the Conference Chair for the welcome address and event programme and uploading them to USB keys and event website

2. VENUE
2.1. Booking the venue
2.2. Visiting venues and liaising with relevant personnel (event/catering managers, audio-visual technicians etc.).
2.3. Preparation of catering requests
2.4. Booking and arranging poster boards and their set-up/collection.
2.5. Coordinating the poster session during the event.
2.6. Arranging audio-visual equipment, laptops, flip charts etc.
2.7. Arranging for a podium
2.8. Preparation of internal/external signage and taking signage down after the event.
2.9. Setting up venue.
2.10. Manning the registration desk
2.11. Arranging clean-up after the event.

3. MARKETING
3.1. Liaising with DCU Communications & Marketing regarding the delegate brochure and other marketing material, photography and media coverage.
3.2. Creating a microsite for event.
3.3. Preparation of event flyer/poster.
3.4. Sponsorship Administration.
3.5. Liaison with exhibitors.

4. DELEGATES/SPEAKERS/PRESENTERS
4.1. Sending a “Save the Date” to delegates.
4.2. Sending invitations to speakers and delegates.
4.3. Sending calls for posters and abstracts including providing instructions for the posters.
4.4. Managing and collating a list of posters.
4.5. Managing and collating the book of abstracts.
4.6. Managing and collating speakers’ presentations and uploading them to event laptop.
4.7. Requesting and collating speakers’ bios and photographs.
4.8. Managing the Eventbrite page for registrations.
4.9. Liaising with delegates e.g., providing maps, directions, accommodation advice, special requirements and answering queries etc.
4.10. Liaising with Club Travel for invited/other speakers’ travel before and throughout the event.
4.11. Liaising with hotels for preferential rates, group discount, block bookings and conference dinner.
4.12. Organising bus hire from event venue to conference dinner.
4.13. Organising bus hire from event to excursion location.
4.14. Liaising with invited and other speakers.
4.15. Collating list of delegates.
4.16. Preparation of delegate name badges and name blocks.
4.17. Liaising with DCU Presidents Office for high profile speakers.
4.18. Setting up meeting with Organising Committee to review abstracts.
4.19. Notifying those whose abstracts (poster and oral) have been accepted and not accepted
4.20. Uploading book of abstracts, general visitor information and attendance list onto USB Keys.
4.21. Liaising with representatives of high profile speakers.
4.22. Arranging for the reimbursement of speakers’ travel costs.
4.23. Ordering car park tickets
4.24. Ordering corporate gifts or arranging for speakers’ honoraria.
4.25. Acting as a focal point for delegates’ queries throughout the event.

5. FINANCES
5.1. Preparation of requisitions/purchase orders (catering requests, USB keys etc.).
5.2. Preparation and monitoring of event budget.
5.3. Following up with Eventbrite on the transfer of income to the event subcost.
5.4. Liaising with DCU Finance Office regarding queries on invoices, etc.
5.5. Preparation of a final income and expenditure statement.

6. OTHER
6.1. Organising tours, social events and entertainment.