conventions & expositions is our business

Administrative Services

In broad sense, Administrative Services mean, the overall co-ordination of the event and ensuring that all services and facilities have been planned correctly, negotiated in the best interest of the event and delivered in the most professional manner and on time. 

Therefore, essentially this service means taking control of the event from the co-ordination and management side. 

However, for better understanding, some sub-components that are kept into consideration by Planet ConvEx include;

 

Secretariat Services

• Set-up a fully equipped Secretariat (including Manpower, Equipment, Infrastructure, Support services etc.) with Exclusive Project In-charge, independently responsible for the project on a day-to-day basis, assisted by additional staff from time-to-time as per requirement. 

• Overall Event Management and Co-ordination of all activities related to the event (including Communication, Administrative, Marketing, Liaisioning, Follow-up, Co-ordination, Consolidation etc.).

• Co-ordination with Support Agencies to ensure completion of jobs within the time schedule

• Liaisioning with Government bodies, Association, High Commissions / Embassies etc. for Approvals, Clearances, Support and other arrangements.

• Data base management and Direct mailing followed by Telemarketing services

• Venue Management (including bookings, follow-up, co-ordination). Working out Hall & Accommodation requirement for the event

• Preparation of Event PERT Chart with Time lines and Responsibilities

• Organising and providing regular and timely feed back to the Organiser / Promoter of the events.

• Assistance in Organising Committee / Internal Review Meetings (including preparation of Agenda and Minutes and Implementation thereafter as per the information received from the Organiser)

• Overall Event Co-ordination and implementation of Services

• Conference Paper Management (Abstracts) and Handling

• Planning co-ordinating Opening, Valedictory Sessions and VIP Visits

• Managing / handling Routine Correspondences, Mails, Follow-up etc.

• Working out Hall requirement / Layouts based on the tentative program schedule, bookings etc.

• 24/7 Support services, General facilitation, Information services and Customer support services using Call Centre (both Voice and Web enabled)

• Assistance in preparing the Event Budget

• Maintaining Expense - Approval balance with required checks and balances.

• Generating timely alert reports in case of over spending / over commitments

• Maintaining pre-event, during and post event income expenditure statements with certifications from Chartered Accountants (depending on the need for taxation, repatriation etc.)

• Foreign Exchange Management services.