Event Management Services at the University of Kent

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Event Management

Let our team support you in hosting your conference

Planning a conference or event on or off campus can be a very stressful business. 

With a wealth of experience, the Conference Office is here to help and can support you throughout the entire process. Delegate management and communication are essential to delivering a memorable event and we offer a wide range of specific services that can be tailored to suit your needs.

We're here for you every step of the way

Our event management service takes the stress out of organising by offering you tailored support before, during and after your event. We offer a range of packages to suit your requirements, but the typical service includes the following steps.

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Before your event

Initial meeting to discuss your event and requirements

We like to meet with you to understand the scope of work, aims and objectives of the conference and set initial deadlines and budgets.

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Before your event

Set-up of delegate registration pages

Once the registration fees are set, we create the registration pages using our software.

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Before your event

Respond to delegate queries

We take the hassle away from responding to delegate enquiries and become their main point of contact for all conference, accommodation and payment queries.

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Before your event

Report on delegate bookings

We keep you up to date with  weekly reports on booking numbers.

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Before your event

Book and manage delegate accommodation

We can include the option to book campus accommodation during the registration process.

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Before your event

Distribute delegate information, prepare name badges and packs

Ahead of the conference we will send all delegates joining instructions, create name badges and pack delegate bags. We provide a canvas bag, pen and notepad, and we will collate all materials to be included.

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During your event

Staff the registration desk

We will provide a member of staff to operate the registration desk on the first morning of the conference to welcome the delegates.

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After your event

Prepare final accounts and disbursement of monies

We will provide a full profit and loss account 60 days post event.

What our clients say

I would not hesitate, and indeed am not hesitating, to recommend the services of the Conference Office to my colleagues.  The event management charge per delegate represents excellent value, and the service offered by experienced people who care about the success of our events and the happiness of our visitors has to be preferable to any external events management service.

R Sutton, Biennial Conference of the International Society for Justice Research

We have three levels of support to choose from:

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Bronze

  • Setting up the online registration page
  • Producing receipts and invoices for each booking
  • Collection of registration fees
  • Liaising with individual delegates
  • Preparation of final accounts
  • Regular statistical reports on booking numbers
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Silver

  • All Bronze services 
  • Preparation of delegate packs and badges
  • Sending out joining instructions
  • Staffing the desk during registration
  • Collation of delegate feedback
  • Producing event signage
  • Budget support and management
  • Assistance with the bid proposal
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Gold

  • All Bronze and Silver services
  • Booking/managing delegate accommodation
  • Assistance with organising conference social programme*
  • Assistance with audio-visual support*

    *Any additional charges associated with these services will be added to the final bill.

Get in touch

Have a question or want to find out more about our event support services and what we can do for your event? Our event management specialists Louisa and Jan would love to hear from you.