Event Management

Whether a conference, exhibition, product launch, or training course, EBS will take care of all your needs. From the initial concept through to the final implementation we will work with you to design a personal, professional and imaginative event that you, your clients, and your guests will truly remember.

With our expertise we can provide creative solutions that match your needs and iron out any problems before they arise. We will take care of all the issues that a large event entails such as speaker’s travel to set design, right through to the smallest details such as flower arrangements and tablecloths.
All you need to do is get on with the business of talking to and building relationships with your delegates. But don’t just take our word for it, have a look at the testimonials from our clients.

• Venue Sourcing
• Contract negotiation
• Accommodation reservations
• Site visits with client
• Site visits with exhibitors
• Preparation of budgets and event timelines
• Collation and circulation of sponsorship information packs
• Contracting with AV company
• Formulation of exhibition floor plan
• Organisation of trade exhibition
• Arrange installation of shell scheme and utilities
• Liaison with exhibitors regarding workshops
• Negotiations with sponsors regarding satellite symposia
• Selection of venues for conference dinner
• Assistance with suggestions for conference theme
• Distribution of initial announcement and conference programme to potential delegates
• Preparation of programme with client
• Speaker invitations and collation of responses
• Call for abstracts
• Preparation of registration forms for delegates and exhibitors
• Conference database management to produce confirmation letters and badges
• Printing of final programme based on best quote
• Liaison with other Societies and groups to help advertise event and establish e-links
• Discussions with relevant city/area convention bureaux
• Liaison with Society webmaster to ensure Society website is updated with latest details
• Sourcing sponsorship to offset costs
• Delegate registrations
• Conference signage
• Health and safety audit and risk analysis
• Recommendation and purchase of conference insurance
• Circulation of abstracts for judging and responses to authors
• Installation of an internet café (if required)
• Organisation of full social programme for delegates and guests (if required)
• Processing all payments, sending out invoices and receipts
• Preparation of name badges, delegate lists and Certificates of Attendance
• Conference evaluation and preparation of reports
• Post-conference debrief
• Facilitation of gala dinner to include a conference theme

EBS has developed close relationships with many pharmaceutical and manufacturing companies who regularly exhibit at client events.

EBS are aware of the special requirements of both sponsors and exhibitors, working alongside them to ensure these requirements are met, whilst still maintaining the integrity and independence of the conference in terms of its scientific content and organisation.

EBS will ensure adequate numbers of staff are available on site to supervise all event arrangements. The final number of staff in attendance will depend on delegate numbers and may vary over the duration of the conference.

Staff will be available to undertake a variety of roles including:

• Transfer of conference materials and equipment to and from the venue
• Supervision of audio-visual set up including staging
• Facilitation of pre-meetings including secretarial support if required
• Meeting with Operations Manager and key venue team members to finalise requirements
• Lay out exhibition stand space with floor tape (if required) and mark-up stands
• Supervise shell scheme technicians (if required)
• Take delivery of exhibition furniture (if required)
• Bag Packing
• Set-up of registration desks
• Registration of delegates/Speakers/VIP’s and handling of all related queries
• Process on-site registrations
• Handle all queries from sponsors and exhibitors
• Ensuring security arrangements are in place
• Finding volunteers for roving microphones
• Finalising house-keeping rules
• Ensuring catering is served on time and queuing is controlled effectively

Many Associations have now incorporated conference and course registrations within their websites. EBS can offer the flexibility to undertake on-line registrations or process paper copies to suit the requirements and budget of the client

We have a bespoke conference database that can be linked to your membership database to capture personal information from simply typing in a membership number.  The database will produce all confirmation letters, conference badges (colour coded as necessary), Certificates of Attendance, delegate lists and data breakdowns for venues for catering purposes.

We will liaise with accommodation providers if accommodation is not provided on-site to ensure the best rates are made available to our clients and provide full rooming lists to hotels.

Ongoing communication with speakers and VIP guests can be undertaken including initial invitations, any special requests, biographies, organisation of a speakers lounge and presentation preparation area.

EBS strive to achieve the greatest sponsorship income possible from a variety of sources to offset some of the event costs. Many of our clients are then able to subsidise their delegates to achieve greater attendance.

Most of our events include trade exhibitions running alongside the main conference and we would prepare all sponsorship/exhibition information packs to include details of exhibition space, accommodation, social events and sponsorship opportunities to include:

• Signage
• Conference bags
• Website Links
• Adverts in conference literature
• Final Programme
• Pads and pens
• Welcome Reception
• Branding on wi-fi vouchers
• Message board
• Internet café
• List of Participants
• Poster boards
• Dinner gifts/chocolates

Executive Business Support have built up excellent working relationships with conference venues around the country and overseas including branded hotel chains, conference centres, independent hotels and academic institutions

EBS prides itself on being able to negotiate the best terms and conditions for our clients and will offer a selection of venues for you to choose from based on your individual requirements.  We can also offer suggestions to ensure the most competitive rates will be made available. 

Once we have found the ideal venue, EBS will continue to liaise directly with the host venue on all aspects of the event including catering and menu selection, timetables, room layouts, queue management, check-in arrangements, wi-fi requirements, exhibition space and all other aspects of the conference arrangements.

All aspects of Health and Safety will be addressed with the venue and a full risk-analysis will be undertaken prior to the event.

• ARTP Conference 2010
• ARTP Part 1 & 2 Examinations
• ARTP Exec committee meetings
• ARTP Education meetings
• ARTP Spirometry committee meetings
• ARTP E-learning meetings
• ARTP Non-Invasive ventilation course
• ARTP Blood Gas Course
• ARTP Basic Sleep Course
• ARTP Exercise course
• ARTP Sleep Apnoea Consortium meetings
• ARTP LFT Reporting
• ANS Education, Exam Board and Council Meeting
• ANS Spring Conference
• ANS Part 2 Degree Exams
• ANS Part 1 Exams
• ANS Education, Exam Board and Council Meeting
• ANS Part 2 resits
• ANS Education, Exam Board and Council Meeting
• ANS Autumn Conference
• ANS Part 1 resits
• Bronkotest sales meetings
• BSE Reaccreditation Meeting
• BSE TTE Exams
• BSE TTE & TOE Exams
• COPD7 International conference Planning meetings
• RCCP Council Meetings
• RCCP PBEC Meetings
• RCCP PBEC/HEI Meetings
• RCCP Lobbying Meetings
• SCST Education & Council Meetings
• SCST Part 2 & CofE Resit Exams
• SCST Education & Council Meetings
• SCST Part 2 Degree Exams
• SCST Education & Council Meetings
• SCST AGM
• SCST Part 1 Northern Ireland Degree Exams
• SCST Part 1 Degree Exams
• SCST Education & Council Meetings
• SCST Degree and CofE Exams
• SCST Education & Council Meetings
• SCST Education & Council Meetings
• VRC Council meetings

• COPD7 planning
• COPD International Conference
• ARTP Annual Conference
• ARTP Conference 2011 & 2012
• ARTP Part 1 & 2 Examinations
• ARTP Exec committee meetings
• ARTP Education meetings
• ARTP Spirometry committee meetings
• ARTP E-learning meetings
• ARTP Non-Invasive ventilation course
• ARTP Blood Gas Course
• ARTP Basic Sleep Course
• ARTP Exercise course
• ARTP Sleep Apnoea Consortium meetings
• ARTP LFT Reporting
• ANS Education, Exam Board and Council Meeting
• ANS Spring Conference
• ANS Part 2 Degree Exams
• ANS Part 1 Exams
• ANS Education, Exam Board and Council Meeting
• ANS Part 2 resits
• ANS Education, Exam Board and Council Meeting
• ANS Autumn Conference
• ANS Part 1 resits
• Bronkotest sales meetings
• BSE Reaccreditation Meeting
• BSE TTE Exams
• BSE TTE & TOE Exams
• COPD7 International conference Planning meetings
• RCCP Council Meetings
• RCCP PBEC Meetings
• RCCP PBEC/HEI Meetings
• RCCP Lobbying Meetings
• SCST Education & Council Meetings
• SCST Part 2 & CofE Resit Exams
• SCST Education & Council Meetings
• SCST Part 2 Degree Exams
• SCST Education & Council Meetings
• SCST AGM
• SCST Part 1 Northern Ireland Degree Exams
• SCST Part 1 Degree Exams
• SCST Education & Council Meetings
• SCST Degree and CofE Exams
• SCST Education & Council Meetings
• SCST Education & Council Meetings
• VRC Council meetings