Crystal Van Helsdingen: in Krugersdorp, GT

Effective Management of Project - Securing all conference related suppliers -Booking the event venue -Receiving all quotes from suppliers and timeously submit conference expense sheet to finance - Ensuring all quotes are well documented as per requirements for accounting, tax and record-keeping purposes o Stage, sound, catering, registration process, delegate experience o Networking Events: Dinner, cocktails, meeting rooms and schedule, site tours o Exhibition: Drafting of floor plans, stand allocations and overall exhibition management -Together with relevant stakeholders developing and Briefing in design the conference floor plan and venue layout. -Ensuring all vendor documentation is received and timeously loaded on the Sage system - If new venue travelling to conduct on-site inspections and project managing events Effective Management of Project Conceptualisation Stage Tasks: -Negotiating with suppliers and ensuring receiving of quality services and products within budget -Networking Events Work experience o Source suitable venue or breakaway for the planned networking events and meetings o Propose unique networking ideas or platforms to offer to sponsors or delegates - Loading of all PRD's related to conference suppliers and vendors Effective Management of Project Implementing Stage Tasks -Managing all conference related procurement including final specifications delivery details and payments: o Venue o Printing and working closely with Graphic designers o Collateral o Entertainment o Sound & AV o Students o Exhibition provider -Receiving all final documents from suppliers including: o Venue function sheets - including times o Final floor plan o Menu's o List of deliverable or services per provider -Ensuring event delivered on time, within budget. -Compiling event file with all relevant document to be used at the event -Creating detailed itinerary for traveling API team, including role and responsibilities per individual -Managing all API Team Travel Arrangements o API pre-conference travel: Includes loading of travel PRD's o Ensuring Company Card is funded; booking flights, airport transfers and o Accommodation o API Team Conference travel: Includes loading of travel PRD's o Ensuring Company Card is funded; booking flights, airport transfers and o Accommodation as well as a producing travel itinerary for the team o Speaker Travel: Includes liaising with speaker and confirming dates/times of travel; loading of travel PRD's o Ensuring Company Card is funded; booking flights, airport transfers and accommodation o Securing Visa applications and documents - Conducting final stock count and ensuring all collateral has been received, is correct and efficiently packed. -Confirming final menus and entertainment. -Ensuring networking sponsor deliverables are executed for networking events -Delegate Workbook planning (flat plan) -Managing and liaising with all exhibitors and exhibition suppliers o Drafting exhibitor manuals and handbooks o Exhibitor booking forms & invoicing o Ensuring exhibitors logistical requirements are met o Exhibition Deliveries, setup and breakdown schedules o Exhibitor Stand activations o Exhibitor Health and safety policies. o Exhibitor Accrual o Exhibition Floor plans o Exhibition Stand allocations o Overall exhibition management Effective Management of Tasks on The Day of the Project: -Hiring, training, and educating on-site staff on proper event procedures. -Managing of all the suppliers and vendors: o Venue o Sound and AV o Expo supplier o Students o Photographer o Interpreters -Managing of all the Networking Events: o Arranging dinner, cocktails, meeting rooms and schedule, site tours o Managing all logistical elements for networking events o Ensuring networking sponsor deliverables are executed for networking events - Managing of all Exhibitions: o Floor plans o Stand allocations o Overall exhibition management -Assistance with all at-event Marketing -Co-ordinating and driving all operational aspects of the conference via management of staff Management of Office related tasks.