A complete conference management solutions


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manage your conference with pax events
conference and meeting management in India and Abroad
A complete event manager

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A complete conference management solutions

  2. 2. About US Pax events has been providing complete event planning services since 1996 and specializes in creating customized Events for different profession worldwide. We has organized over 5000 events and has served some of the most influential professional societies and leading Entrepreneurs Pax events experience in planning some of the most complex national meetings uniquely positions us to provide the appropriate perspective and skills to ensure outstanding meetings. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  4. 4. Our Strengths Highly experienced & innovative event management staff. Marketing professionals. Strategic & creative planners. One window solutions. In-house designing In-house fabrication facility. Own heavy / light motor vehicles for transportation with national permit WE BELIEVE TO MAKE THE IMPOSSIBLE,
  5. 5. Team & Skill set Communication professionals Brand strategists Event planners Designers PR coordinators Event managers with experience and expertise in the field WE BELIEVE TO MAKE THE
  6. 6. Reputation in event management Good rapport with Govt. organizations / departments and other organizations PAX Events Private Limited has a distinctive reputation with Govt. organizations / departments based on their experiences in dealing with our company and/or by what they have heard about us from others. Our company is well regarded by our main clients; they will prefer to deal with us prior to others. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  7. 7. Worked with large stature organizations & PSU’S Indian Navy-Southern Naval Command since 2007. Department of Animal Husbandry, Govt. of Kerala. KEPCO. The Ministry of Overseas Indian Affairs State Council for Science, technology and Environment Kerala state financial corporation Global organisation of people Indian origin(GOPIO) NORKA Roots Muthoot Fincorp Ltd Indian Oil Corporation Kerala Agriculture University Coconut Development Board WE BELIEVE TO MAKE THE IMPOSSIBLE,
  8. 8. SCOPE OF SERVICES Site Selection and Contract Negotiation We assists in the identification of potential venues that will fulfill meeting requirements. We give consideration to the adequacy of meeting space, quality and amenities of the venue, Hotel rooms, catering requirements, convenience of travel, and cost. Prior to executing a final contract, we perform site inspections at the top venues to ensure that they meet all of the program requirements. Pax event is skilled at contract negotiations. We understand real market values versus first quotation pricing. We ensure that the most value for the Rupees is being received without jeopardizing service. We also ensure that all of the common, and not so common, contract elements that are in the best interests of meeting requirements and attendees are in place. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  9. 9. SCOPE OF SERVICES Record Keeping We maintains a complete record of all agreements, contracts, emails and other specifications discussed and agreed to in the organization of the meeting. We maintain detailed financial records regarding all aspects of each meeting Administrative Management Pax functions as the central office for all aspects of the meetings. We can provide the primary location for most correspondence including postal address, phone, fax and email. We assume responsibility to respond to all inquiries from attendees, exhibitors, Sponsors, vendors or others as needed. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  10. 10. SCOPE OF SERVICES Meeting Committee Participation As “Operations Central,” Pax Event’s staff participates as appropriate with all meeting related committees. We ensure that the relevant committees are kept current with all aspects of the planning and financial details of the meeting. We organize and participate in conference calls as required throughout the planning of the meeting. When required, Paxiance is also available to meet, in person, for committee meetings. WE BELIEVE TO MAKE THE
  11. 11. SCOPE OF SERVICES Registration Services Pax manages all pre-meeting and on-site registration services through an online system. Registration services include: • Confirmations • Payment receipts • Proof of attendance • Visa letters for international travel Pax utilizes a specialized meeting planning software system, which provides detailed records of each individual registrant and functions as the overall database for meeting registration. Multiple fee categories are tracked as well as segregation of Conference personnel, guests, corporate representatives, and any other necessary designations. We are able to provide a variety of status reports relating to registration at any point in time. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  12. 12. SCOPE OF SERVICES Vendor Coordination and Management Pax has met a vast array of challenges in planning, managing and executing a meeting. We understand the importance of amazing high quality vendors that will contribute to the meeting’s success. Pax coordinates and manages outside vendors including, but not limited to: • Audio-visual • Graphic design • Tradeshow • man power • Food and beverage • Entertainment • Photography • Printing • Translation services • Transportation • Security • Customs service WE BELIEVE TO MAKE THE IMPOSSIBLE,
  13. 13. SCOPE OF SERVICES Vendor Coordination and Management Where appropriate, Pax obtains multiple bids and provides recommendations to the client prior to contracting with any vendor. Pax has developed long-term relationships with several key vendors including: independent show producer and technical director; graphic designers and web developer. Our independent show producer and technical director manage every technical element of the meetings. They have an extensive network of audio-visual staging companies and top technicians. They ensure that the right equipment and labor are ordered for the event’s requirements, and then manage the entire production throughout the meeting. Our graphic designers have a long history of working Experience. From promotion to web presence to bold and inviting meeting materials, they develop coordinated graphic programs dedicated to enriching the meeting experience. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  14. 14. SCOPE OF SERVICES Venue Management We provides the following services: • Coordinate and manage all aspects of meeting and convention space requirements • Continually manage the usage of the Hotel rooms and monitor the calendar for attrition and cancellation thresholds • Mediate participant and exhibitor needs required from the facility • Provide food and beverage vendors with up-to-date estimates of anticipated attendance for each function WE BELIEVE TO MAKE THE IMPOSSIBLE,
  15. 15. SCOPE OF SERVICES • Online Services and Social Media Pax creates customized websites, apps and Face book profiles to facilitate: • Abstract collection • Meeting registration • Hotel reservations • Publicity of meeting details • And other elements as required Marketing, Branding and Promotion Pax promotes conferences/Events/Expos in a variety of ways, including: • Creating effective branding strategy through logo development, brochures, advertisements, signage, etc. • Securing mailing lists and coordinating mailings • Advertising • Creating an online presence WE BELIEVE TO MAKE THE IMPOSSIBLE,
  16. 16. SCOPE OF SERVICES Exhibitor and Commercial Supporter Management Pax manages all aspects involving exhibitors and commercial supporters: Assist with establishing levels of support Design and distribute exhibitor prospectus Collect fees and manage all pre- and post-conference communication with designated company contact Evaluate proposals and negotiate contracts with tradeshow vendors Develop ideas for promotional items to best showcase the meeting and its industry supporters Create exhibition hall guide
  17. 17. SCOPE OF SERVICES Exhibitor and Commercial Supporter Management Our Clients speak highly of our efficiency, attention to detail, understanding of logistics, and high degree of professionalism. Year after year, they tell us that supporting a Pax-planned meeting gives them a greater return on their investment. We have extensive experience in the design and management of exhibition space. Throughout the planning process and on-site, we coordinate and oversee all aspects of the exhibit hall. We manage the process from the actual construction of an exhibit hall, to arranging for shipping and receiving, electrical power, security and cleaning services, and all of the other “nuts and bolts” services involved in the seamless execution of a trade show. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  18. 18. SCOPE OF SERVICES Financial Management and Reporting Pax maintains a complete set of records regarding the financial aspects of each meeting. We prepare and continually update the budgets to reflect the anticipated revenue from registration fees as well as from exhibitors and Sponsors. Contractual expenses and estimates are incorporated into the budgeting process as appropriate. Invoices are reviewed and approved for payment. Pax maintains a record of all expenses paid relating to the meetings, whether paid by Pax or directly by the client. Pax provides periodic financial reports, as required, throughout the planning and execution of the meetings. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  19. 19. SCOPE OF SERVICES Social Programs Social events play an integral role in the overall success of Events Pax is skilled in planning memorable social events and guest tours on anybudget. These include: Welcome receptions Faculty dinners Gala dinners Sporting events Team building events City tours WE BELIEVE TO MAKE THE IMPOSSIBLE,
  20. 20. SCOPE OF SERVICES On-Site Meeting Coordination Pax oversees all aspects of on-site meeting management: • Arrive at venue in advance of meeting to ensure arrangements are secured • Coordinate conference staff • Set up and manage registration • Supervise exhibit hall • Manage vendors • Coordinate food and beverage • Ensure all lodging requirements are met Post Meeting Services Pax ships all remaining meeting materials to a designated location, completes a post-meeting venue and vendor evaluation. We review vendor invoices for accuracy and submit for payment. Upon request, we conduct a post-meeting survey of attendees. We also provides recommendations for future meetings. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  22. 22. Major Events ,Conferences and Exhibitions We have organized around 700 events in last three years and some of the main events are: - Kerala science congress for 4 days at Trivandrum for 1500 delegates in February 2013 KSSEDM State Level launch for Kerala Financial Corporation NRK conference for NORKA Roots at Bangalore National Livestock show- exhibition 2010 conducted by Department of Animal Husbandry, Govt. of Kerala. The biggest & most celebrated NAVY QUEEN & Navy ball for 3 consecutive years. Launch of Pension plan for NRIs by Ministry of overseas Indian affairs, New Delhi WE BELIEVE TO MAKE THE
  23. 23. Major Events ,Conferences and Exhibitions AIDC Summit 2012 for AIDC Technology Association of India Annual sales congress 2011 for Muthoot Fincorp Ltd Annual business meet 2011 for TAFE Power Source Kids Planet - India’s first kids expo, games, activities & entertainment event at Marine Drive, Cochin in 2010. Three hundred plus technical presentations for Metcon Steels Ltd Annual sales conference for HDFC Life Retailers Meet for JTI at Malappuram, Calicut, Trivandrum & Mangalore Dealer meets for Greenply Industries Ltd at zuri, kumarakom Onam celebration with dealers for Ramco Cements Celebration programme of Eicher Motors in Goa WE BELIEVE TO MAKE THE IMPOSSIBLE,
  29. 29. Event management work in and around India PAX Events has grown over the last 17 years to make niche by consistently providing unique solutions to overseas and domestic clients as reliable partner to host and execute their events in India. Be it global conference, employee meet, product launch, exhibition, dealers meet that has to be hosted in the colourful land of India. Our creativity and competitive edge have no limitations. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  30. 30. Tie up with agencies / overseas Acknowledging our efforts some Social service organizations, large size organization and other Event Management Companies outside the state have made strategic tie-ups with our Company. Going hand in hand with these organizations gives us the extra edge of policy standpoints and industry trends. WE BELIEVE TO MAKE THE
  31. 31. Awards and Recognitions We are a service company and we are here to help you to create an event or occasion ever memorable. In recognition of this we have received many awards in few touching words of gladness and satisfaction across the full range of services we provided yet. We received the Award from Department of Animal Husbandry, Govt. of Kerala for the best theme pavilion. We received the Award from AIDC for the Smooth Execution of their National Summit. WE BELIEVE TO MAKE THE IMPOSSIBLE,
  32. 32. Pax Events Private Limited G168,PanampillyNagar, Cochin-36 E-mail: info@paxevents.com Ph :+91 484 2322527,2315541, 4011227,4022502 WE BELIEVE TO MAKE THE IMPOSSIBLE,