We understand what it takes to create your success.
To do so, we need to know what is important to you and how you will measure your conference’s success. We then provide a range of services and expertise that will create the outcomes for you, your association and your stakeholders, whether we are providing the complete range of services or a limited range to complement your existing internal resources. Talk to us further about how we can assist.
How we can assist
WALDRONSMITH Management understand the importance of the relationship between the organising committee, key stakeholders and you, the client.
We also have a strong understanding and appreciation of the nature of volunteer committees and we know how to keep the process moving along smoothly. With clear and timely communication being paramount, our role is to provide strategic direction and innovative ideas to develop and deliver your conference.
On appointment, Kate Smith, our Managing Director, and our senior management team will meet with you for an initial briefing to establish your overall objectives, develop the key milestones, budget, marketing and sponsorship strategies.
A dedicated conference manager is then appointed to your conference to manage the partnership – from start to finish. The conference manager is supported by a dedicated team of in-house specialists, who will also be onsite to deliver your conference and are heavily invested in your success.
The ‘New’ Conferencing – COVID 19
Our world has been changed by the impact of COVID and as a result we need to adapt and experience a ‘new’ way of conferencing.
The benefits of face to face meetings are well established and won’t ever be entirely replaced. They will now be delivered with the added measure of COVID safe protocols. Safety is imperative and WSM has developed protocols across all aspects of the conference planning and delivery that are responsive and compliant with the Health Department directives across the country. WSM will enable our clients to take comfort in the measures being undertaken by all parties on their behalf and to be able to communicate this effectively to all participants so they too can understand the protocols in place.
In addition to the face to face experience, the ‘new’ world offers opportunities to consider innovative ways to present content and knowledge including hybrid events or fully virtual solutions. Sound opportunities for clients to reach, achieve their business goals, and connect those within their community. The format and style of this new type of delivery needs to be responsive and tailored to our clients’ specific market, and we are able to deliver solutions to meet these needs.
This is new territory for many of our clients, however WSM has the expertise, the technology, the design and solution focus to create the tailored experience and successful outcomes required. Conferences and events will look different moving forward, but they are here to stay and WSM is committed to being at the forefront of creating and delivering outstanding and memorable experiences for our clients and their stakeholders.
Innovative Digital / Hybrid Technology
WALDRONSMITH Management create and deploy the most innovative conference technology solutions. Our objective is clear – to enhance the overall delegate experience.
We bring events to life with state-of-the-art e-posters, virtual events, live polling in sessions, gamification, session admission scanning, lead tracking for sponsors and exhibitors, social media feeds, tailored mobile apps, and more.
Importantly we offer you 24/7 reporting at your fingertips in the lead up and onsite at the conference.
Flexibility and adaptability are the two qualities more of our clients are seeking in this ‘new’ world, and we are proud to be able to offer both in the form of hybrid-event solutions.
The hybrid model provides for the ‘best of both worlds’ – valuable face to face attendance for many and online access for others. It also has the potential to extend our client’s audience beyond those who would usually attend the event. However, there are distinct differences in the experience for each audience and the value proposition needs to be structured accordingly, as too the content design and development for each. There is no one size fits all – WSM tailors the solution and experience to suit the needs and the demographic of our clients.
Our solutions include the creation of dedicated websites with portals for abstract submission, reviewing and online registration, supported by self-service registration kiosks on-site.
For some clients, an online event is a new opportunity for them to explore either in addition to their live events or instead of. WSM are proud to have built the platform and infrastructure to enable this to happen in a tailored approach that best suits the content and the audience demographic. An online event knows no geographic barriers or impact from travel restrictions. It offers the flexibility to have speakers and participants from across the globe ensuring events can proceed and flourish despite the pandemic. With the infrastructure and digital content design expertise WSM offers, an online event can be a valuable solution and option for clients to maintain and develop their connection with their business community.
One of the most important services we offer is financial management.
Accountability, transparency and sound corporate governance is paramount to the success of a conference.
From the outset, we discuss your financial objectives with you and create a budget that is based on informed and realistic forecasts. We skillfully negotiate and contract suppliers costs on your behalf and your approval.
Importantly in line with our approach to transparency, all direct costs and invoices from suppliers are provided to you for approval.
Throughout the planning, we monitor and report on income, expenditure and tax obligations, providing real-time budget updates and cash flow analysis reflecting the financial milestones so you know the financial status of your conference at any time and can make informed decisions.
The cornerstone to conference’s success is the quality and inclusiveness of its program.
An innovative, informative, inclusive program is essential to ensuring you achieve maximum attendance.
We also understand that interesting, unique and relevant content drives loyalty, social sharing and long-term engagement.
WALDRONSMITH Management works closely with you to identify your program objectives and the best available options to meet them. We draw from and share our vast experience in delivering a range of programs, formats, styles and how our technology and our program specialists can assist you.
From complex abstract, paper submissions and review processes to the selection of professional speakers, WALDRONSMITH Management can assist you in creating an outstanding program. We manage the administration and logistic exchanges with your selected speakers to ensure they are well prepared for the conference. We also liaise with the venue and audio visual teams to ensure they support the speakers during the conference. Importantly, our team is onsite to oversee the seamless delivery of your program.
Marketing & Promotion
We know that strategic marketing is essential when it comes to attracting your delegates, sponsors and exhibitors.
We take all available data from past and competitor events into consideration when we devise your strategic marketing plan. Our objective is to make your conference appeal to the right people, in the right place, at the right time.
We assist you with the development of your conference brand and the website which is the central point for all information. We support the communications with a multi-faceted approach including electronic bulletins, digital content and social media, advertising in related publications/newsletters and a presence at related events.
We maximise your marketing budget by leveraging alliances with key stakeholders, targeting publications and organisations that will cross-promote your conference, and using the best available digital technologies to raise awareness, sell tickets and communicate with delegates and stakeholders.
Sponsorship & Exhibition
WALDRONSMITH Management has extensive experience in the sale and delivery of sponsorship and exhibition programs for our clients.
We know sponsorship and exhibition revenue plays a big part in the overall financial success of your conference and importantly they also bring a valuable education and networking element for your delegates and stakeholders.
We create viable and attractive sponsorship opportunities that maximise investment and create satisfaction to enable you to forge strategic long-term partnerships with key stakeholders. We can tailor packages that are mutually beneficial for your stakeholders and your conference.
Importantly, our dedicated sales and delivery team oversee the planning and execution of all elements of the sponsorship and exhibition entitlements in the lead up and throughout your conference ensuring the sponsors and exhibitors feel they are a valued stakeholder in the conference. We create a dynamic and vibrant marketplace in the exhibition where valuable knowledge is exchanged and connections are made.
Delegate Registration Services and Accommodation Management
Delegate registration services provide the ‘shop front’ for your conference. They are the main point of contact for your delegates.
Our in-house Delegate Registration Services team will handle all enquiries from your delegates in a timely and professional manner. Importantly, this is the same team that will be onsite to greet your delegates with a warm smile at the registration kiosks and provide any assistance required.
Online registration is a seamless process from the website where delegates can select their registration package, optional events, social events and accommodation. Payment is made in a secure environment and confirmation issued within seconds of payment being received.
By utilising WALDRONSMITH Management’s conference software, your conference app will give your delegates the flexibility of a Self-Check-In Kiosk which enhances the delegate’s registration experience. We send each delegate a personalised QR code via email in advance and, upon arrival, they simply scan their QR code from their phone or table, and their name badges is printed automatically. We also have an Onsite Registration desk to ensure personalised assistance can be provided to any delegate who is not comfortable with the technology or who wants to make changes.
Accommodation management is a valuable service offering for you and your delegates, at no additional cost. WALDRONSMITH Management contract favourable rates with a range of hotels within walking distance of your conference venue offering your delegates discounted rates. We also negotiate upgrades and complimentary rooms based on room sales as part of these contracts which are available for you to allocate accordingly.
Our all-inclusive service takes care of the risk and financial liability, as well as the logistics of negotiating and coordinating multiple contracts, monitoring room blocks, and managing attrition deadlines with the various hotels.
Social & Networking Events
Delegates come for the conference and leave with connections made at the social and networking events.
Conferences are about learning, collaboration and meeting new people, and social and networking events are a crucial part of this process. At WALDRONSMITH Management, we understand that a successful event is about fostering professional connections with colleagues that extend beyond the lifespan of your conference.
Designing an event program that connects people in a meaningful way is a skill that WALDRONSMITH Management has perfected over the past 25 years.
We work with you to develop an event program that creates the right atmosphere for your delegates and is reflective of your organisation from welcome receptions to speakers dinners, conference dinners, young leaders receptions and speed networking hours.
We take care of everything from venue selection, to entertainment, theming, menus, run sheets, transportation and meet and greets. Our team’s meticulous attention-to-detail means you can sit back and enjoy the events whilst we take care of the rest, creating truly memorable and valuable events.
We understand that a positive and collaborative relationship with the venue is critical to the success of a conference.
Over the last 25 years, we have established a trusted network of conference venues and suppliers that we know meet our high service standards and those of our clients. This valuable collaboration brings about the best opportunities and solutions to enable us collectively to meet your objectives.
We source quotes from venues and suppliers on your behalf, and negotiate with them to get the best value proposition for the best price.
We brief them extensively on your needs so they in turn can work in true partnership with us to meet your objectives and deliver the highest level of service for you and your stakeholders.
The day has finally arrived.
We know that the onsite experience for your key stakeholders, delegates, speakers, sponsors, presenters and exhibitors is of paramount importance. The months of planning and discussion all culminate into these next few days and the experience that is about to unfold.
That’s why our expert team take care of everything. From bump in and out of the exhibition, to the placement of signage, the welcome and registration of delegates, the seamless delivery of the program, liaison with the venue on catering and audio visual, the meticulous management of the social and network events and the management of the wide range of suppliers involved with your conference. We are the first to arrive and the last to leave.
Part of the appeal of your conference will be its chosen destination. WALDRONSMITH Management has worked extensively throughout Australia and New Zealand over the past 25 years and we have a strong supplier network throughout. Through our industry networks we also keep abreast of any new venues and service providers on offer in these destinations to ensure we can present the best possible options to you when making your selection.
In addition to your venue and accommodation needs, we can also consider and offer the most appropriate pre and post conference touring programs for your delegates, allowing them to explore more of the region during their visit. Tour desks and transportation can also be provided.
At WALDRONSMITH Management, we understand Associations.
Our specialist team will assist you with day-to-day administration, as well as hands-on support for your executive board on governance, programs, strategic management and operations.
Our efficiency, productivity and transparency will help you build an impeccable reputation in your industry. Our services include membership attraction and retention, membership services, professional development, corporate governance, financial management and board management.
We can provide a full suite of services to ensure your Association is sustainable, enjoys strategic growth and remains of value and relevance to your profession.
Find out how we can take the stress out of planning your next conference.