The contracted firm will deliver the following:
4.1) Event Management & Coordination
• Overall project management and coordination; single point of contact.
• Workplan/Gantt and detailed run-of-show; weekly status meetings and actions log.
• Risk register and mitigation; contingency planning.
• Accreditation/registration workflow design and management (data protection compliant).
• On-site operations plan; rehearsals; showcalling; inter-team comms (radios/whatsapp groups).
• Protocol & VIP management; seating charts; holding rooms; gift/exchange coordination.
• Staffing: event manager, floor managers, registration desk, ushers; briefing and rostering.
4.2) Venue & Logistics
• Venue sourcing (3 options) and contracting support; site inspections.
• Space planning: room layout, staging, lectern, accessibility routes, emergency egress.
• Audio-visual (PA, projection/LED, mics, recording) specification and supplier management.
• Simultaneous interpretation (if required): booths, receivers, technician; interpreter recruitment.
• Live streaming platform setup and technical management (if required).
• Catering coordination including dietary requirements; water stations and green practices.
• Transport logistics: airport transfers, shuttles, VIP movements; parking plans.
• Security liaison; incident and OHS compliance documentation.
• Utilities & backup power coordination (where relevant).
4.3) Branding, PR & Content
Event visual identity adaptation; artwork for invitations, programme, backdrops and signage.
• Production management for print and digital assets; on-site branding installation and derig.
• Event online registration page; email campaigns and RSVP tracking.
• Media engagement: media list, press note/release drafting, media desk on site.
• Photography and videography; basic edits and asset handover within 5 working days.
4.4) Reporting & Close-Out
Pre-event readiness checklist; day-of situation report.
• Post-event report: attendance stats, media/online metrics, lessons learned, photo/video links.
• Financial reconciliation pack (supplier list, POs/invoices, receipts, summary against budget lines).
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