Event Management
Every event is unique and at onCue we offer individual services so we can tailor every event exactly to the needs and requirements of our clients. You may choose to entrust us with the entire management of your event or simply supplement your own resources with specialised assistance from us. Either way, we welcome the opportunity to discuss your requirements and assist you with enthusiasm and passion to organise a truly outstanding event.
Project Management & Logistics
onCue will take care of all the details to ensure that you can attend to your regular commitments and then enjoy the event. Our expert team will administer all logistics required to execute the event.
We will:
• Work with you to develop a budget
• Develop an event timeline
• Track timeline and follow up actions
• Liaise with contractors such as: portaloos, cleaners, security eftpos facilities, St Johns, electricians, etc.
• Assist with council consents and applications
• Prepare a promotional plan
• Manage printing of flyers and signage
• Run a ticketing office through out the event
• Liaise with entertainers
• Attend meetings
• Circulate agendas prior to meetings
• Take and circulate meeting minutes
• Prepare runsheets
• Liaise with MC - if applicable
• Collect information for the programme
Event Ticketing
Accurate ticketing management is essential to a great event. We operate EventsPro and Events Interactive (specialised software) for live, on-line event bookings. With 10 years of software experience we can give you accurate & customised reports making it easy for your delegates to register. We provide you with your own branded ticketing website complete with full service ticketing features and functionality - all with the look and feel of your brand. You control the entire customer experience.
We will:
• Develop a secure online booking form, which will include your organisation’s brand and sponsors logos
• Work with local offices to sell tickets e.g the I-Site
• Set up online access for attendees to edit their own information and book additional tickets
• Manage payments via Payment Express (a certified secure payment system, click here for further information)
• Manage a trust account and transfer funds upon request
• Answer attendee questions
• Provide accurate, real time reports for the committee to access live online
Volunteer Management
Part of the secret of the success of events is due to the dedicated volunteers who've helped make them happen.
We will:• Write job descriptions for volunteer roles
• Source and recruit experienced volunteers
• Prepare a volunteer roster
• Meet and greet volunteers
Sponsorship and Exhibition/Stallholder Management
We understand that sponsorship provides extra income and reduces the financial burden for event. It is imperative that all sponsorship and exhibitor interactions are handled professionally and with expertise. We will look after your sponsors and stallholders with utmost care - making sure that sponsors entitlements are fulfilled, that they are fully acknowledged while building a rapport that will ensure their ongoing support.
We will:
• Identify potential sponsors and exhibitors/stallholders by working with the committee, our business contacts and through our membership with APN Data
• Ensure sponsorship benefits are managed successfully
• Design, update and distribute sponsorship and exhibitors proposals
• Answer sponsorship requests and send confirmation letters with invoices
• Set up an online registration form, that is linked to the conference website, making it easy for exhibitors to register and stay informed
• Collect sponsor logos and advertisements in correct format and layout
• Prepare exhibitor floor/site plan
• Book trade stand equipment and liase with electrican
• Prepare a stallholder manual
Financial and Budgeting Services
Attention to financial detail is paramount to ensure the event runs to budget. We are happy to work with your existing budget or can produce one for you. We will ensure that all areas are covered and there are no hidden surprises when the accounts arrive for payment. We operate individual trust accounts for each project and provide timely financial reports during and at the conclusion of the event. Our experience can help you save money.
We will:
• Set-up and managing a Trust Account for all monies received
• Negotiate with suppliers
• Produce monthly reports on revenue and expense streams (weekly reports will be required in the last month of the event)
• Produce financial statements at the conclusion of the conference. This includes copies of all invoices and receipts.
Waste and Recycling for Events
Recognising the publics & organisers increasing awareness of environmental issues, onCue offers optimal options for events of every size and style.
We will:
• Discuss the details of a Zero Waste event with vendors. Ask them to bring reusable, recyclable or compostable materials
• Place appropriate bins around the venue with clear signage
• Work with the MC and announce housekeeping details for the event, making sure to announce that the event is Zero Waste, what that means and what is expected of participants
• If applicable, purchase compostable utensils, dishes, and napkins
Event Marketing - offline and online
Our reputation of exceeding expected attendance comes from our expertise in marketing and strategic communications. We take the time to do the proper market research to reach your target market, ensuring your event is a success. onCue has the expertise to offer in-house online and offline marketing services at a fraction of the usual costs.
Our marketing services include:
• Branding and advertising
• Design and distribution of print collateral
• Prepare and manage a Social Media campaign using Twitter, Facebook, Linked-in
• Programme design and population
• Book and set-up Window Displays
• Book and liaise with magazine and newspaper companies – subject to advertising budget
• Design community board and liaise with printer – if applicable
• Work with Radio sponsor to book and create radio ads
• Organise print / radio promotions – ticket and giveaways
• Pitch info / send media releases
We will: