Complete Event Management
JC Conferences offers a complete event management service and assists businesses of all sizes in planning, organising and delivering effective Conferences and Corporate Events.
With a combined experience of over 10 years, our specialist team pays particular attention to your individual requirements. We are dedicated to fulfilling our client’s objectives and creating the environment where they may be achieved effectively and within budget.
The Event Management Process
Although every project is different we have developed an Event Management Process which ensures that every aspect of your events is covered. This process is summarised below:
Enquiry
In this first step in the process, we try to gain a complete understanding of your requirements and the objectives of your event.
Unlike many other companies we do not pass you on to a different member of the team after booking your event, or to manage your event on the day. Your event manager will work with you from the initial brief stage right through to post event evaluation and feedback so you maintain contact and build a good relationship. Every event we manage is allocated a dedicated event manager who will be responsible for the event from beginning to end.
Proposal
Once we have sufficient information we will provide a detailed proposal which includes details about suitable venues, facilities available, guest’s requirements, sample menus etc. This proposal will allow you to make informed decisions about the available options for your event and where possible will include negotiated preferential rates from our wide list of venues and suppliers.
We encourage regular communication and meetings to review the proposal in detail as well as site visits to the venues we have suggested.
Confirmation
After a venue has been chosen and the particulars agreed then the event can be confirmed via the receipt of a signed Booking Confirmation. Once this has been approved we can prepare for the finer details of the event:
The Finer Details
These include, but are not limited to:
- Contracting suppliers for any necessary equipment or production services
- Contracting staff, speakers and entertainers as required
- Confirming payment terms, methods and arranging credit facilities where required.
- Preparation of presentation material
- Providing necessary materials for all suppliers, for example event itinerary or room layouts
- Choosing menus, arranging food tastings where required
- Choosing beverages
- Confirm access times for venue on day of event and whether additional set up is required
- Confirm room layouts
- Confirm special dietary requirements, allergies etc. for all guests attending
- Confirm any guests with special needs, venue access constraints etc.
- Confirm accommodation requirements for delegates
- Confirm final numbers
On the Day
Your dedicated event manager will arrive on site at the chosen venue to ensure that all instructions have been followed in the Final Event Confirmation and will be available on site to deal with any additional points that may arise on the day or final changes.
Post Event Evaluation
After every event we contact our clients for feedback on their event, including our service, their thoughts on the venue, catering, staff, suppliers, equipment and so on. Feedback is imperative to ensure that we continue to provide a high standard of service and event delivery to our clients and only use suitable venues and suppliers.
We can also prepare questionnaires or online feedback forms on your behalf to send to your delegates and collate their responses, providing a complete report to you post event.
More Information
For more information about JC Conferences please contact us on 020 7384 2363 or use our enquiry form