Managing Events, Tradeshows, Delegates, Conferences, Exhibitions.

2. The Hotel Network (THN) is an established
provider of customised event management
solutions that deliver a professional standard of
service to associations and organisations to assist
in retention of membership and attraction of new
members.
Mission Statement

3. A Better Way To Manage
Your Events
Business events and meetings can be an
organisation’s largest annual expenditure. It
is also your opportunity to showcase and
shine, so it makes sense to guarantee your
events by engaging experienced support
and expertise.

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• Conferences
• Conventions
• Congress
• Meetings
• Exhibitions
• Special Events
Events We Manage

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• Sourcing suitable venues in
the right location
• Shortlisting of venues
• Negotiating conference/
meeting package
• Negotiating room rates for
residential events
• Presentation of
recommended venues with
costs
• Co-ordination of contracts
Free Venue Sourcing &
Negotiations

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• Design of online registration
and accommodation booking
forms
• Dedicated website or
integrated into your website
• Speaker Abstract Collection &
Collation
• Exhibition/Sponsorship
• Venue details and maps
Exclusive Conference
Website

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• Managing registrations
• Processing monies
• Progress reports
• Production of name tags
• Provision of numbers for
breakout sessions
• Provision of numbers for
catering for conference,
welcome reception, dinners
etc
Online Registrations

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• Offering selection of
accommodation for variety of
budgets
• Confirmation to delegates
• Rooming lists to hotels/motels
& payments
• Handling of cancellations &
last minute changes
• Transport co-ordination to
conference venue if required
Delegate Accommodation
Inventory Management

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• Air, Land & Sea Travel
Booking
• Transfers to and from venue
to hotel/s & airport
• Speaker Travel
• Conference Event transfers
• Handling of cancellations &
last minute changes
Travel & Transportation

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• Researching Exhibitor Space
& Design
• Co-ordinating with exhibitors &
sponsors
• Exhibitor package production
• Logistical management of all
enquiries & bookings
• Clear communication between
exhibitors, contractors &
venue
Exhibition Design &
Management

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• Sourcing appropriate
entertainment
• Engagement of
entertainment
• Co-ordinating with venue
• Assisting with staging
requirements
Entertainment Sourcing &
Management

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• Working with client committee
on budget development/
planning
• Processing monies for
registration, accommodation,
special events, travel etc
• Regular reporting as required
• Co-ordinating event specific
bank accounts, merchant
facilities, invoicing & receipting
• Final account preparation
Financial Reporting &
Budget Management

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• Working with client committee
on development of program &
room allocations
• Printing of program for
conference satchels & back of
name tags
• Co-ordinating plenary rooms
and breakout rooms as per the
program
• Notifying speakers of
presentation details
Program Management

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• Co-ordinating “Call for
Abstracts”
• Setting up dedicated website
link within the registration site
for abstract submission
• Receipting & acknowledgement
of abstracts to speakers
• Collation of abstracts &
submission to committee for
review & acceptance/decline
Speaker Abstract Collection
& Collation

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• Contacting AV companies for
quotes
• Appointing AV company on behalf
of client
• Managing Audio Visual
requirements for speakers
• Managing Audio Visual for main
plenary room, breakouts &
conference events
• Continuous onsite management
during event
Audio Visual &
Technical Sourcing

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Conference Secretariat
• Provision of staff for registration desk
& co-ordination of event
• Efficient communication between
venue, client, speakers, delegates &
audio visual
• On site management of Exhibitors &
suppliers
• Timely and sufficient food & beverage
for all attendees
• Main liaison between venue & client

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Often meetings have to take place
in rural and remote locations.
The Hotel Network is a specialist in
accommodation, meeting rooms in
these type of locations.
Talk to us about your requirements
and we can advise the best
location for your event.
Rural & Remote Locations

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A Better Way To Manage Your
Events
At The Hotel Network, we are committed to
providing an end-to-end solution or you can choose
single elements from The Hotel Network services
for a seamless event.
It is also an opportunity to shine, so it makes sense
to guarantee your events by engaging experienced
support and expertise.
Services provided:
• Free venue sourcing.
• Exclusive conference website
• Online registrations
• Delegate accommodation
• Financial reporting
• Program Management
And much, much more.

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