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The perfect place for the perfect conference or event  Call 1300 636 029

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Events

The reason is simple: we take care of every detail so you’re free to really enjoy your event, what it will cover and the results you intend to achieve.

It’s the perfect way to revitalise, reinvigorate or reward your team.

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Home
Why The Fraser Coast?
Upcoming Fraser Coast Events
Expos & Conferences
Events
Add Event
Gallery
Contact Us

Contact Information

Unit 3, 6-8 Liuzzi Street, Pialba QLD 4655

Phone: 1300 636 029

Mobile: 0404 192 600 (after Office hours)

info@frasercoastconferences.com.au

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Copyright © 2022 Fraser Coast Conferences & Events. Design by JRMG.

ABN: 57 160 325 735

Send us an enquiry today

Why Site Preparation & Planning Is Important

It is important to consider these services for conference and event management because having a well-prepared location will allow the events to run smoothly. Event production companies have been planning special events successfully for decades, including thousands of trade shows nationwide.

The site preparation process ensures that you have an indoor or outdoor venue ready to accommodate your guests. From mapping out power requirements with your AV company, to ensuring that all handicapped accessible routes are free of obstacles. Experienced dedicated events planners will handle all the planning and analysis.

Fraser Coast conferences and Events will help you plan, manage, and coordinate all aspects of your event, ensuring that every detail is carefully considered to deliver the most professional results.

This includes site selection and layout, audio and visual needs, internet and wireless connectivity, catering and hospitality services, and hotel accommodation. Plan all of these elements into your budget to eliminate any surprises or hidden costs that may arise at the last minute. This can lead to increased stress levels for you during the planning process. Most companies incorporate a site inspection into their initial contract negotiations with potential venues.

Floor Planning Exhibition Management

Why Floor Planning & Exhibition Management Can Make or Break Your Event

Without a plan on how to handle exhibition management, including floor planning, your event can fail. Most conferences and events will have a mixture of presentations, panel sessions and breakout spaces.

Fraser Coast Conferences & Events can help you design the space required as well as help with layout, equipment hire and signage requirements to ensure that your guests have an enjoyable experience within the space provided.

Your delegates want information, and having a skilled coordinator to manage this can make or break your event. Fraser Coast Conferences & Events can help with the design, promotion and distribution of books, brochures and handouts.

On-Site Management and Enquiries

How Bad Onsite Management & Enquiries Can Tank Your Event

Onsite management is one of the most important aspects to manage at your event. It sets the tone for your event and can determine whether people have an enjoyable experience.

Fraser Coast Conferences & Events provides this service to ensure that everyone who attends enjoys their time at your event. We are well-versed in exhibiting best practices for onsite management, including crowd control, queuing etiquette, cleanliness of space, and food and beverage management.

Answering questions from delegates and speakers onsite is a vital part of the event — it can be one of the most lucrative lines of enquiry for your business. Fraser Coast Conferences & Events provides event staffing packages where we help you during both pre-event and on-the-day management of your conference or event.

How To Prepare for Risk Management

All special events carry some risk. Our consultation services allow you to ensure that your event will run smoothly, even if the unexpected occurs. From safety measures for outside venues, to food vendor requirements, our experienced consultants work with you to ensure that all goals and requirements are met.

The risks that these events face need some consideration, and plans need to be put in place long before the first guest shows up for your event. We have years of experience working with all types of events, including security protocols and risk management.

Every event should have a risk management plan in place. We work with you to ensure that your event has a plan in place for dealing with all types of potential crises. We can also provide security and consultation if needed.

We understand the significance of creating a risk management plan that is comprehensive enough to deal with any potential problems.

How To Prepare for Local Government Requirements

Local Government requirements can be a major challenge when hosting a large-scale event in a new location, especially if you are unaware that you may need a permit or licence.

Fraser Coast Conferences and Events ensures that all requirements are identified, and creates an integrated approach to ensure that we successfully manage your governmental requirements. We also offer guidance on local laws and issues, such as noise limits during peak hours and times you cannot host anything (like on weekends).

You might also need someone there to deal with conflict and ethics if you are planning to hold an event in a politically charged environment. You might need written regulations to ensure that your event is in line with local laws.

Important Permits & Licences You May Need

If you are planning to host an event with alcohol, build a circus tent or stage, or simply have a ceremony, your location will require various licences and permits. There also may be permits that need to be obtained if your event is going to be held at a publicly funded location. Fraser Coast Conferences and Events has the experience and expertise necessary to help you obtain all required permits in line with local regulations. Without the correct permits, you may come across issues that could have been avoided. Fraser Coast Conferences and Events offers guidance with planning, managing, and coordinating all aspects of your event so that you can reduce unexpected costs and delays.

Important Permits & Licences You May Need

If you are planning to host an event with alcohol, your location will require various licences and permits. We have the expertise required to ensure that all licensing issues are quickly taken care of, so no delays or disruptions occur in hosting your event.
There also may be permits that need to be obtained if your event is going to be held at a publicly funded location. Fraser Coast Conferences and Events has the experience and expertise necessary to help you obtain all required permits in line with local regulations.

Some permits you would not think you needed for events, for example, are permits to have a live band at the event. Without the correct permits, you may come across issues that could have been avoided.
Fraser Coast Conferences and Events offers guidance with planning, managing, and coordinating all aspects of your event so that you can reduce unexpected costs and delays.

Consider key site risks when planning any major special event. Our dedicated events planners have experience dealing with all types of site risks, including security for the location and power requirements.

Why Every Event Needs Budget Preparation

Every event has a budget that needs to remain under control at all times. We work with you to ensure that your budget remains within the budget set for the event.

We understand the importance of budgeting and can prepare a detailed budget for your review and approval before the scope of work is planned and decided.

We consider income streams, including registration fees, sponsorship, exhibition fees, grants, etc and suggest the types of expenses that you will need to consider to ensure the success of your event.

Fraser Coast Conferences and Events has the expertise needed to prepare detailed reports to submit at regular intervals during your planning process. We ensure that all bills are paid and reconciled prior to final sign off after your event is complete.

Venue, Accommodation and Transport

Why Venue Accommodation & Transport Are Important

For any event, supporting venues and accommodation are often a major part of whether or not the event is successful. Not only does the venue need to provide for delegates, but additional services such as transport can make or break an event.
You need someone to make recommendations on supporting venues and can also provide transport as required. If the host city may not fully support an event, you need someone who can help connect you with the relevant contacts to ensure your needs are met.

Researching venues and transport can be a time-consuming process. Fraser Coast Conferences & Events has the relationships to make those connections for you and alleviate some of that stress. We can negotiate a better rate at a venue or facilitate transport, saving you both time and money.

If you decide on the wrong venue, you can waste a lot of time and money making changes throughout the process. Booking with Fraser Coast Conferences & Events means that we will only recommend venues that meet your location, size, or style criteria. We ensure that you are comfortable with your budget while not compromising the quality.

Speaker, VIP Liaison & Co-ordination

Speaker, VIP, and Sponsor Liaison Coordination Are Major Factors to a Successful Event

Speakers and VIPs are important to any great event. Fraser Coast Conferences & Events can manage the speaker and VIP network as well as liaise with sponsors to ensure that those who need to be present are present.

Sponsors want you just as much as you want them- having a skilled coordinator to manage these connections is an imperative part of the planning process, that must remain seamless and informative at all times. Fraser Coast Conferences & Events can liaise with sponsors to ensure that you receive maximum exposure for your event.

We can create sponsor packages, manage sponsors throughout the event and coordinate speakers, VIPs, or guests of honour. We will work with all of your guest presenters to ensure they are well catered for before, during and after the event.

How To Prepare for Risk Management

All special events carry some risk. Our consultation services allow you to ensure that your event will run smoothly, even if the unexpected occurs. From safety measures for outside venues to food vendor requirements, our experienced consultants work with you to ensure that all goals and requirements are met.

The risks that these events face need some consideration, and plans need to be put in place long before the first guest shows up for your event. We have years of experience working with large-scale events, including security protocols and risk management.

Every event should have a crisis management plan in place. We work with you to ensure that your event has a plan in place for dealing with all types of potential crises. We can also provide security and consultation if needed.

We understand the significance of creating a risk management plan that is comprehensive enough to deal with any potential problems.

Planning for Marketing & Promotion

Maybe the most important thing to consider for conference programs is marketing. You need to draw in as many attendees as possible and give them a reason to come to the event.

When we plan your conference, we work with you to create a comprehensive marketing strategy. Every aspect is carefully planned and managed to meet your goals, from social media campaigns and email blasts to event collateral and direct mailings.

We also understand how to create customised marketing plans for events depending on the scope and scale of your event.

We have a team of highly skilled consultants who can draw up a marketing plan that complements your budget and meets your goals.

Contact us today to learn more about how we can help you plan your next conference or event with ease and professionalism.

Website and Online Registration Management

How To Handle Event Website Development & Online Registration Management

First impressions matter. Your website is often the first point of contact for those who may wish to attend your event. Fraser Coast Conferences & Events can provide you with a customised online registration platform including booking engines, maps, and accommodation boards, as well as hosting solutions.
The website can also be designed specifically for an event, keeping branding and logos consistent.

Registration is a key part of your event. Having a professional and well-designed registration system can make or break your attendance numbers. Fraser Coast Conferences & Events can help you to manage the registration process from start to finish, ensuring that attendees have a seamless experience from screen to screen.

Some services include support, name badge creation, onsite support, payment processing, and reporting. These things can help simplify registration, eliminate errors or duplicate entries, and capture all registration data in a location that is easy to reach later on if needed.

Post Event Evaluation and Feedback

Post Event Evaluation & Feedback Is Important Too

We do not just stop once we have handed over our keys or completed our last invoice. Everyone knows most of the opportunities are in the follow-up.

Fraser Coast Conferences and Events will work with you to ensure that your event is a success. We will provide feedback following the event and work closely with you to manage expectations and ensure that the overall experience exceeds your expectations.

We Can Help

Doing it all on your own can be a daunting task, from finding and managing the right suppliers to liaising with speakers and sponsors to ensuring that the event runs smoothly.

Fraser Coast Conferences and Events can work with you from start to finish so that you have maximum exposure for your business while also having fewer headaches. With a wide range of services, from exhibition management to onsite management, we ensure that your delegates have a hassle-free experience so you can focus on the other aspects of your event.

Fraser Coast Conference and Events have been helping clients all across Australia. We manage conferences and events for all sizes of businesses, with each client receiving the same level of attention to detail.

Pre-Conference Services

Depending on your event needs, you may need to consider some of the following pre-conference services. We can take care of as little or as much of the pre-conference work as required.

Location [Select suitable location or venue and check for conflicting local events]
Site preparation and Plan [including your exhibitors]
Local Government Requirements [Does your event require road closures, police, SES?]
Permits & Licences [if applicable]
Budget preparation
Risk Management Plan
Marketing & Promotion Plan
Delegate and Speaker Plan [incl. Transport/Accommodation options]
On-site Secretarial Support [including minute taking at your AGM/Executive meeting]
Delegate Packs/Name Tags [preparation and liaison with sponsors]

Income:
- Co-ordinate Exhibitors/Vendors
- Registrations
- Publicity/Advertising
- Merchandising
- Sponsors
Take your Event from manual to mobile:
- Mobile-Friendly Event Websites and Registration
- Social Media Sharing
- Mobile-Ready Presentations and Whitepaper content
- Mobile Surveys, Polls and Audience Response

Conference Services

Conduct staff briefing [including circulation of contact list for staff/volunteers/all suppliers/key stakeholders and provide runsheet].
Conduct Supplier briefing
Organise registration area and entertainment area
Liaise with exhibitors to ensure all requirements are met
Ensure speaker area is set up, conduct sound/visual check
Ensure first aid room and speaker breakout room is set up
Ensure all signage is strategically positioned
Liaise with photographer/videographer [provide photographer briefing].
Greet speakers and prepare last-minute presentations
Ensure venue staff are kept to schedule
Organise thank you gifts for speakers

Post-Conference Services

Send out post-event survey.
Close off budget.
Hold a debrief session and deliver a final report.
Send thank-you letters to staff, volunteers, performers.
Send thank you letter to sponsors.

Expos Services

An expo may feel intimidating to plan or overwhelming to execute, but it doesn’t need to be! We are here to help you through all the steps necessary to create a successful expo.

Together we can discuss and decide your goals for your expo – we keep in mind things like venue, budgets, vendors/merchants, guests, and everything else in between.

Here are some things to keep in mind when planning your upcoming expo.

Venue – Is the space the right size for your attendees? Is it in an accessible location? Is there plenty of parking?
Vendors/Merchants – Do you have the right people supplying the food, drinks, gifts, etc? Do you need security and a first aid person? Are you having a show bag? What will be in it?
Guests – What is your target audience for this expo and what can you do to get them interested?
Budget – Do you have a budget and if so, how can you use it to get the most out of it? Do you need sponsors for your event? Who is underwriting the event?
Exhibitors – Do you have the right number and balance of exhibitors? How will your exhibit be structured? Consider the flow of people. What is your plan to sell exhibit space? Will they need wifi? Electricity? How will participants find them? How will you thank your exhibitors after the event?
Speakers/MC – Will you have speakers? Do you need a break out room? What AV do they need? How will the timing work? Do you need to make announcements?
Exhibit Success – How will you measure the success of the event with your exhibitors and participants?