Customer service philosophy

• Festival City Conventions guarantees the confidentiality of all information supplied by its clients.
• Festival City Conventions will advise clients only of those suppliers to the meetings industry of good character and reputation
• Festival City Conventions takes a firm stand on commissions and does not accept commissions of any kind. In an instance where a supplier gives a discount to Festival City Conventions, this discount is passed on to you, the client.
• Monies banked into the client’s conference account remain their property at all times. All interest obtained on the account is credited to the account and is retained by the client.
• The conference registration system - “Events” - is secure and fully auditable

Conference Management Services - Overview

As Conference Managers, we do not make decisions about the nature and content of your event. This is the prime task of the Organising Committee. Festival City Conventions is therefore the operational and administrative arm of the event with the brief to ensure that any decisions made are carried out. We pride ourselves on our ability to keep committees on track during the planning process.

Festival City Conventions management services include:

• Venue Selection & Management
• Time, Meetings and Communication Management
• Financial Management
• Marketing & Promotion
• Design & Printing of Conference Materials
• Web Site Design, Content Management and Promotion
• Sponsorship & Exhibition Management
• Registration & Accommodation
• Conference Program (Speakers & Paper Processing)
• Audio-Visual Management
• Social Events
• On-site Management
• Tour & Travel Management
• Post Conference Analysis

There are three stages involved in any conference.

Before

• Concept Planning
  In liaison with your Organising Committee, we create a detailed plan and time schedule in which your conference is to take place.
  
  
• Venue, Accommodation and Travel
  Our pre-conference services cover all aspects of planning and preparation, including all venue, accommodation and travel arrangements for delegates and speakers. We can also arrange and manage a social program, including tours, dinners and other social events.
  
  
• Printed Materials and Publicity
  We manage all printing and publicity associated with the conference. This may involve setting up a website, liaising with the media, organising publicity and the production of publicity materials. We can also arrange the printing of registration forms, conference programs, speakers’ notes and abstracts, and delegates’ satchels.
  
  
• Financial
  We prepare detailed budgets and cost estimates, open conference bank accounts, and organise all necessary insurance policies.
  
  
• Speaker Liaison
  We handle all correspondence with invited speakers, arranging travel and accommodation, audio-visual equipment requirements, and ensure that abstracts and full papers are received on time. A comprehensive database tracks abstracts submitted for concurrent sessions and provides the core information from which the detailed program is built up. Author(s) are contacted about the time and venue for their presentation and audio-visual equipment requirements are sought.

During

• Active conference support
  We provide support staff for delegate registration, and make sure that delegates are welcomed warmly and efficiently. We provide active on-going liaison with venue and hotel management to ensure that delegates are happy with all facilities provided. We supervise all meetings and function rooms, and provide up-to-date delegate listings for all participants. In liaison with the Organising Committee, we make sure that the conference proceeds smoothly and according to plan.

After

• Finishing touches
  Immediately after the event, we ensure that thank-you letters are prepared and sent to all speakers, sponsors and other key individuals. We prepare a final report for the organising body, finalise all accounts and where required, organise the printing and distribution of Conference papers.

What Our Clients Say

• Cooperative, friendly and efficient service is the established culture at FCC. Elisabeth and her staff are always available, approachable, and listen to the client’s wishes. There is meticulous attention to the detail as well as to the overall picture and vision of the organizing committee.  Most importantly, information and expertise is shared between Elisabeth and her staff. Thus relevant data and corporate knowledge for the client do not reside in one person. The FCC handling of problems has always been very professional and adroit. Elisabeth has particular expertise in being able to negotiate with all the parties involved in organising meetings. Under FCC guidance and organisation, the time devoted by the organising scientific committee has been reduced dramatically. The Meetings have run smoothly, and I have nothing but the highest praise for FCC, Elisabeth, and her team.

  Dr Hugh Greville

  Thoracic Society of ANZ Inc (2002 – 2004 ASMs)

   

• … the appointment of Festival City Conventions was a stroke of genius.  Elisabeth Eaton is wonderful – nothing is too much effort and nothing has been left undone.  I also have to recognize Elisabeth’s staff who have always been keen to ensure that our demands were recognised and honoured.

Dr B Ian Watson, Immediate Past President

Australian Society of Orthodontists

 

• I would like to extend my heartfelt thanks and congratulations to you on your part in helping put together a quite superb and most memorable Congress in Adelaide.  All the feedback has been extremely positive and everyone seemed to have a wonderful time.  I have also received many comments all describing you as an extraordinary PCO. I fully concur!

Ted Crawford, President

Australian Society of Orthodontists

 

I write on behalf of the planning committee, who I know would want to express their sincere thanks for a job very well done.  You have many skills:

- an attention to detail par excellence

- a capacity to take good minutes

- a breadth of experience which you will bring to “amateurs” when they turn up at planned meetings,

- and not least, a patience to deal with people who do not read everything they are sent, or, who are forgetful!

More seriously, we would be delighted to work with you again if such an opportunity arose in the future, and I would certainly want to recommend your organisation for its efficiency and the pleasant way you deal with a range of personalities.

Stephen Matthew, Chair

Australian Anglican Schools Network

 

• The excellent financial results added to the success of the scientific and social events.  I am really very very happy that it all went so well.  This is largely due to your and FCC expertise and attention to detail that made my left so easy.  Thank you very much!!!”

Johan van der Walt

Society of Paediatric Anaesthetists

 

• Whilst I am sure the expanded numbers tested the system at times, it certainly did not reflect in the service to our delegates.  I heard many compliments about the organisation and the attention to detail for the Scientific Program and social functions……  Your efficiency ensured that we were kept up to date with all information as required….  Lara’s tactful efficiency in raising matters which could have proved embarrassing or somewhat difficult was much appreciated and certainly provided my with a great comfort zone.

ANZ College of Anaesthetists ASM

 

• Our most important and beneficial decision was in employing Festival City Conventions.  Invaluable assistance was provided in the development of planning/action time-lines and the production of concise budget frameworks.  Their efficiency and attention to detail were really appreciated, as was the professionalism of their staff.  We felt at all times that we were in control and were confident that our conference was well managed and financially viable.

Ms Kay Fillmore

Chair, SUPS Conference