Dundee & Angus Convention Bureau provides valuable professional support to organisers looking to host their next conference in Dundee and Angus. This is achieved by becoming part of your conference planning team, from helping to find you a venue, booking accommodation for your delegates and providing promotional tools and material to enable you to market your conference effectively.
Our aim is to help give you more time to focus on planning an exciting conference programme and attracting those all important delegates. The whole process of bidding and planning a conference can be quite overwhelming and so to ease the pressure, Dundee & Angus Convention Bureau has a dedicated team to work with you every step of the way, providing advice and expertise to ensure your conference runs without a hitch.
Have a look at the many ways in which we can help:
Support available through Dundee & Angus Convention Bureau (DACB)
Dundee & Angus Convention Bureau would work with you to develop a successful bid, including promotional materials to help you successfully bid for a conference to be hosted in Dundee and Angus.
A dedicated member of the Dundee & Angus Convention Bureau team will be appointed to the local organisation committee to support with the planning of the conference, and provide advice and expertise to ensure it stays on schedule.
One of the key goals of Dundee & Angus Convention Bureau is to continue to attract and secure major conferences in the city along with bringing as many delegates from overseas locations to be involved in said conferences. To ensure statistics remain high, Dundee & Angus Convention Bureau will discuss and assess the requirement for a subvention package to support your bid and if successful, the subvention package will be committed to supporting elements of your conference.
A successful conference is only as good as its budget and having a secure financial plan in place should always be high on your agenda. Dundee & Angus Convention Bureau can provide conference organisers with a draft budget template to allow you to pull together an indicative cost breakdown.
Venue Finding and Site Visits
The City of Dundee and surrounding area of Angus are lucky to have a diverse choice of hotels, academic sites and historical locations, all of which can be used as potential conference venues. To ensure the right location is chosen for your conference needs, Dundee & Angus Convention Bureau can work with you to develop a shortlist of potential locations, based on requirements, obtain costs and present a proposal of the available options.
Free Quotation Service
Using expertise and knowledge of the local area, Dundee & Angus Convention Bureau can help organisers in sourcing services to support your conference such as transporting delegates to and from hotels, catering, entertainment and audio visual equipment. To establish costs for these services, DACB provides a free quotation service.
Delegate Accommodation Booking
A dedicated on-line accommodation booking service is available through Dundee & Angus Convention Bureau, ensuring your delegates are booked into accommodation hassle free. This service also lets organisers track where delegates will be located, which can be beneficial when arranging transport for the conference and social events.
Social Programme Development
Dundee & Angus Convention Bureau can create a tailored social programme for your conference, enabling delegates and accompanying family and friends to experience all the area has to offer, whether it be picture perfect walks, mountain biking or shopping and fine dining. Programmes can also include visits to nearby castles, relaxing spa treatments or a tour of the famous RRS Discovery.
Post Conference Evaluation
Feedback from the conference is always welcomed and as part of the free service Dundee & Angus Convention Bureau provides to conferences, we issue online surveys to both conference organisers and delegates. The online survey will request feedback from delegates on their experiences and perception of the destination as well as feedback about the conference itself which may be helpful when planning your next conference.
Support available from a Professional Conference Organiser (PCO)
Dundee & Angus Convention Bureau work in partnership with Professional Conference Organisers to provide the following level of support to ensure successful delivery of your conference. Favourable prices have been negotiated for the services below to enable you to deliver a professionally managed conference on budget.
Marketing your Conference
A strong marketing campaign can make all the difference to the success of your conference and ensure your event stands out from the crowd. Professional Conference Organisers can create a bespoke brand or logo, a dedicated website and assist with the promotion of the conference to ensure that it is seen by the right people.
Managing the financial budget for your conference is very important. From balancing the figures, making sure the conference will break even and meeting financial milestones and targets. To help make sure you stay on the right track, a PCO can help manage all of the financial aspects of the conference including budgeting, opening and managing bank accounts for the conference/association, taxation guidance and book keeping.
To enable you to monitor delegate registrations and allow delegates to process live credit card payments it can be a good idea to make sure your registration is organised effectively. Dundee & Angus Convention Bureau works with PCO’s to make sure information is collected and stored accurately and safely to help with the planning of the conference.
Scientific Programme & Abstract Management
For any conference, putting in place a scientific system for those submitting or reviewing conference information can be vital for achieving a high submission rate. It is possible for a customised system to be made helping you manage and support all abstracts which are submitted for review. PCO’s can set up an online abstract submission system, which urges a more generous timetable for the reviewing process.
Exhibition and Sponsorship Management
Sponsorship is one of the key objectives for any conference organiser as they have the potential to provide major economic benefits and securing additional funding from a sponsor can only make your conference all the more successful. To find the right balance between the commercial interests of the industry and the academic and scientific integrity of the conference, Dundee & Angus Convention Bureau can request the expertise of PCO’s who can ensure your event stays on track.