EventSmart, the Conference, Incentive and Event management company, was established in 2006 by Wilna van Eyssen. We have since then planned and successfully executed more than 250 events of all sizes across Australia, New Zealand and International destinations. Our mission is to provide our clients with memorable experiences and out-of-the-box concepts and solutions, that offer much more than just a return on an investment, achieving all set goals.

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What can we do for you?

We look after not only Conference/Forum and Event Management, but also Incentive Management, around Australia and international destinations. Our clients range between small and large Corporate Companies, while Conferences and Events we have managed range in size between 50 – 5,000. We offer out-of-the-box thinking, flexibility and a fresh look at your events. We are a one stop shop for all our event needs – from printing through to ground logistics, transfers, accommodation management, entertainment and AV needs.

Our unique style ensures that your events and conferences are memorable and inspiring. Along with incorporating best practice solutions like eco-friendly products and plastic-free events as much as possible.

What does a Professional Conference Organiser do?

A Professional Conference Organiser — commonly known as a PCO — manages the operational and logistical requirements involved in planning and delivering a conference.

Depending on your requirements, this can include budgets, venues, registrations, accommodation, sponsorship, exhibitions, speakers, suppliers, technology, delegate communications and onsite management.

When should we appoint a conference organiser?

For a major annual conference, earlier is usually better.

Venue availability, accommodation and supplier pricing can all be affected by lead time, particularly for larger conferences or popular New Zealand destinations.

If your conference is already underway and you suddenly realise your internal team needs additional support, talk to us anyway. We can step into an existing project and manage specific components.

Do we have to outsource the entire conference?

No.

Some associations ask EventSmart to manage everything from start to finish, while others retain responsibility for areas such as the programme or marketing.

We can provide complete conference management or simply take responsibility for the parts creating the biggest workload for your team.

Can you manage our sponsors and exhibitors?

Yes.

We can manage the complete sponsorship and exhibition process, including bookings, communications, floorplans, entitlements, logistics and onsite exhibition management.

Can you manage conference registrations?

Yes.

Registration management can be provided as part of complete conference management or as a standalone service.

We can manage registrations, online payments, accommodation, ticket selections, communications, reporting, check-in and attendance tracking.

Can you work with our existing suppliers?

Absolutely.

If your association already has preferred AV companies, designers, venues or other partners, we’re happy to incorporate them into the conference team.

How much does association conference management cost?

Every conference is different, so our management fees are tailored to the size, complexity and scope of your event.

We’ll first talk through what you need — whether that’s complete end-to-end conference management or support with specific areas such as registrations, sponsorship, exhibitions or onsite delivery — and then prepare a clear proposal based on the services required.

Our aim is to give you the right level of support without paying for services you simply don’t need.