Event Organisation

Venue Finding

The Bureau will help you with selecting a venue to suit the requirements and budgets for your conference and conference dinner.  In consultation with yourself and your committee we would be able to obtain costs and availability on your behalf.

Destination Site Inspections/Visits

The Bureau can co-ordinate and accompany the conference convenor/s/committee on site visits at various conference venues and hotels prior to selecting a destination and/or venue to host your event.  Once the event has been confirmed in Dundee & Angus, further site visits can also be arranged through the Bureau.

Conference Planning Team

The Bureau would be delighted to become an active member of your conference planning team assisting with event organisation, on-line bookings, event promotion and destination support.

Post Event Evaluation

As part of the free service and support the Dundee & Angus Convention Bureau provide to conferences hosted in Dundee and Angus, we would be grateful for your assistance in evaluating both the success of the conference from your perspective as a conference organiser and also the delegate’s perspective.
We would therefore ask for your support in developing and sending a joint online post conference survey to delegates to obtain feedback on the success of the conference using on-line survey software. The survey would include questions from both yourself and the Bureau with our questions focusing on the delegate experience and perception of the destination. This can then be used as feedback to the venues and services used during the conference with the aim to improve our destination.   You will be provided with a copy of the full evaluation report which we hope may be of assistance to you and your organisation when hosting your next or future conferences.

Delegate Accommodation Booking Service

By providing an accommodation-booking service, the Bureau can offer a wide-ranging choice of establishments to suit individual delegate needs.  The online booking facility is available to events that require 100 rooms or more, using more than two accommodation providers.  

Please be aware that if you have already approached accommodation providers directly for rates, the Convention Bureau will have to re-negotiate the rates as we acquire an allocation of rooms contracted between the accommodation providers and Dundee & Angus Convention Bureau on special terms, therefore the rates may differ from what you were quoted, however, still guaranteeing preferred rates for your delegates.

How the delegate accommodation booking service works:

Delegate accommodation for your event will be provided using an online accommodation booking service available at  www.ConferenceBookings.co.uk.
    
ConferenceBOOKINGS is a web-based accommodation reservation system that allows delegates to reserve accommodation from an agreed allocation of rooms selected from a list of providers chosen by you. It is a secure site using 128-bit encryption that displays a padlock in the user’s browser.

Real-time on-line reservations

Room reservations are taken from the allocation automatically and the delegate receives an email confirmation with a booking reference number. Should the delegate need to make changes or cancel their reservation during the Booking period they simply access the site, enter their booking reference number and make the changes. Rooms cancelled are immediately reinstated to the allocation automatically. After the Locked date, generally one to two weeks prior to the event, delegates would be instructed to contact the Bureau directly to make changes.

Delegates without access to the Internet

If delegates do not have access to the Internet a paper reservation form can be printed from the system and forwarded to the delegate. The Bureau will then deal directly with the delegate and forward a confirmation by fax or post.

Online Delegate Registration System

An online delegate registration system is also available to you, to assist with conference administration when registering delegates for your conference or meeting.  

Benefits include: 

• Personalised registration system to carry the look/feel/brand of your conference
• Enable delegates to register on-line reducing administrative workload
• Receive payment for fees on line
• Flexible system allows you to export data to enable you to create required reports and collate numbers for social programmes, print name badges, manage the financial aspects of the conference etc.

Our aim, from a delegate’s perspective, is to make the process of attending your conference as simple and as stress free as possible, where all aspects of organisation can be completed concurrently.  Our objective, in our services to the organising body is to provide a comprehensive facility to assist with your conference’s organisation.

Tailored Tour Packages

The Bureau together with our partner Platinum Event Management can provide tailored tour packages for your delegates, their partners and families on dates either side of your conference or as part of your conference programme.  This will attract delegates who want to travel with their families and enable delegates to take an extended break.  To assist you with promoting the tours an e-brochure is available by way of a web-link to email, include in print or display on your own conference website.  Tours can be included in our on-line registration system should you wish to use this service as an optional cost or part of your registration package.

Free Tendering Service

An impartial tendering service is available:

• On a range of inbound and delegate transportation, from transferring delegates to and from hotels to conference venues to airport transfers.
• Suppliers for catering, entertainment, audio-visual equipment and any other conference resource.

Professional Conference Organiser

We can brief Professional Conference Organisers to submit costed proposals and present how best to service your conference needs.