Event Management

Trainers and training organisers know their industry subjects and the needs of their delegates, yet all too often they don’t have the time or knowledge to effectively run all of the administrative functions that are also required in hosting a training event.

Through our years of experience delivering professional development training events to the education, health and welfare sectors, Compass Seminars has developed a range of well priced event administration support services designed to complement and assist the work of independent trainers and organising committees, not replace them. These services can be contracted on an individual basis or packaged together as required. Our aim is to assist you to run an amazing training event, not to take over completely (unless that is what you want).

Listed below is a selection of the most popular services that we offer, they are available individually or can be mixed and matched to meet the specific requirements of your conference or event. As individual requirements will vary please contact us for a personalised quote on any combination of services you may wish to utilise.

1. Registration Management

Managing delegate registrations is a time consuming and often thankless task. We can take this hassle away and deliver a friendly, accurate and cost effective registration management service to your delegates which includes an impressive array of related services built into our per delegate charges.

We can do all of the following:

  • registration confirmation
  • invoicing and receipting
  • use of our postal address
  • responding to registration related inquiries
  • banking (ether directly into your account or into our holding account and transferred to you at agreed intervals)
  • regular delegate and financial summaries at agreed intervals
  • provision of printed delegate name badges, and
  • group email communication with registered delegates pre and post your event.


The advantage of this service is that we only charge for each registration that we process. Registration charges can be easily factored into your delegate registration fee and if your numbers are lower than expected you aren’t stuck with a large bill.

We do ask to have input into the design of the final registration paperwork that your delegates will complete. By ensuring that the information requested from delegates matches up with our registration management systems we can keep our prices at a low level. If you decide to utilise this service we will send you out our registration template check list free of charge to ensure that all essential bases are covered.

If your event has a dedicated website we can also organise for online registrations to default from your site to Compass for processing.

We also have access to a range of credit card payment options that can be made available to your event. We can discuss these with you on a case by case basis.


2. Access to our nationwide database of contacts working with children, young people and families

Compass Seminars has New Zealand’s most comprehensive and up to date customer mailing database for this industry, including over 19,000 child, youth and family focused sector contacts. Our database includes professionals from health, welfare, education, justice, community, and Kaupapa Māori settings and covers a broad range of professional disciplines, client groups and geographical locations throughout New Zealand.  

Where necessary we can exclude subgroups that don’t reflect your event themes thus tailoring each marketing campaign to have maximum impact. We can offer both email and postal marketing services for an extremely cost effective price. Previous training events have benefited hugely from utilising our database service and have covered the cost many times over by way of the increased registration numbers which have come about as a result. You are welcome to commission this service at the start of your marketing, or to hold off and utilize it if your registration numbers are lower then expected and you need to give them a shot in the arm.


3. Registration Table Management

Fully staffed registration table for event enrolments. We will welcome your delegates, handle on the day registrations, orientate delegates to the venue, hand out satchels, name tags, and other related resources. We are experts in setting up registration systems to ensure fast and efficient entry with minimal delays for delegates.


4. Conference Help Desk

Permanently staffed delegate help desk for the duration of the conference. Assisting delegates with the conference programme, finding correct rooms, locating amenities, break times etc.


5. Conference Book Shop

Many training bookshops simply reflect the listings of whichever publisher was invited to participate. Ours is different. Compass has established relationships with a range of national and international publishers. This combined with our working knowledge of the child and youth sector means that we can put together a relevant and contemporary bookshop to reflect the content themes of any conference or training event.


6. Speaker Identification and Brokerage

Over the years we have developed relationships with a range of national and international experts in a broad range of professional areas to do with Children, Adolescents and Families. If you want to cover a particular theme at your training event but aren’t aware of a suitable keynote speaker on the topic we may be able to help. Let us know your wish list and we will come back to you with some possibilities.


7. Event Consultancy

The team at Compass have many years of experience in organising successful training events within this industry. Through this experience we have learnt to anticipate most things that can go wrong and also have developed a range of systems and processes which ensure a quality experience for delegates and minimise stress and confusion for organisers and hosts. We are available to act as consultants on any aspects of event planning and organisation. Everything from advice on venues, technical requirements and what to include in your delegate handouts, right through to important considerations when putting your programme together and post training evaluations. This service can be utilised on either a casual or a contracted basis.


8. Full Function Management and Other Services

The services outlined above are the basis of our ‘mix and match’ event administration packages however there are many other ways that we can help you to create a professional package.

If you require a full event management service whereby we would manage your entire planning and delivery we are more then happy to discuss your requirements in greater detail and come back to you with a price.

For further information or discussion on any of the services outlined above contact Craig at craig@compass.ac.nz or 06 7591647


 

Client Testimonials


"We wanted to stage a series of first class educational seminars for participants from a wide cross section of the community. As the members of our management group are all busy people employing Compass allowed us to realise our vision. The team at Compass listened to our requirements and continued to communicate with us throughout the process. They organised everything - sourcing a great presenter, managing registrations, booking the venue, organising catering etc. The result was extremely professional events which more than met our expectations. We know these presentations have made a difference to our community's knowledge around family violence and the feedback was overwhelmingly positive."


Taranaki Violence Free - Te Rito Management Group