Services

Conference Finances

Perhaps our most crucial service is the first you should consider: financial management. We’ll ensure you use your budget to maximum effect, guiding you through VAT, tax and insurance, helping you to develop a cash flow forecast to let you plan for peak periods of expenditure.

There’s nothing like hosting an event that everyone deems a success and covering your costs…Enlist the help of our financial experts, and you’ll find these goals in reach, with minimal effort by you.

As your expert guides, our first task is deciding how your finances will be handled. We can set-up your conference and run it through an existing organization or investigate the possibility to set up a non-profit- organisation as an official organizational entity.

  We’ll ensure you use your budget to maximum effect, guiding you through VAT, tax and insurance, helping you to develop a cash flow forecast.  

Handling tax and insurance

We’ll create a dedicated bank account, organise VAT registration, and we’ll direct you through the tax and insurance you need to host your particular event.

Company and taxation laws will forever change. We aim to keep our clients abreast of all the legislative details that may affect them during their meetings’ lifetime.

  We aim to keep our clients abreast of all the legislative details that may affect them during their meetings’ lifetime.  

Predicting the income and outgoings

Income from delegates, sponsors, exhibitors and social programmes can all be forecast; it’s a delicate balance but we’re old hands at getting it right. We can accurately model various scenarios to arrive at the ideal mix.

Your conference manager will pinpoint all fixed and variable costs, so you have an accurate overview of your event’s outgoings.

Modelling different fee scenarios and setting the best fee level

Once you have that insight, you can decide what to raise from sponsors and where to pitch fee levels; low enough to attract high numbers but high enough to break even or return a profit.

The structure you decide at this stage will be applied in the registration system we create for your event, which will let you monitor your event’s income real time.

  The structure you decide at this stage will be applied in the registration system we create for your event, which will let you monitor your event’s income real time.  

Presenting a working budget to your Committee

Once we agree we have a sound, working budget, this can be presented to your committee to discuss and, we hope, green-light.

And of course a detailed financial budget like this will form a solid foundation of any bid preparation.

Predicting cash flow and peak periods of expenditure

From your working budget our financial experts will predict cash flow and peak periods of expenditure for the whole run of the event, to enable you to have the funds available to meet the peaks.

Monitoring income and out goings in real time.

From the moment registrations begin, actual income and expenditure can be monitored using real time data gathered through our online registration system. This information will only be available to you, the conference organiser, and our financial experts, enabling everyone to hit that moving target of keeping everything on schedule and in budgtet.

  Monitoring income and out goings in real time.  

Final accounts At the end of your conference, we will of course produce
final accounts.
Sharing profits Finally, if your event has generated a profit, we will
handle a tax-efficient distribution of that profit to all
interested parties.
Right Venue,

Right Price

When it comes to conference venues we will find a venue that’s the right size and the right atmosphere, and we’ll
negotiate the best price and book it.

The perfect venue has to work on several levels: size, location, ambience, facilities, accessibility and – of course – cost. We’ll speedily find you the best venue for your conference or event and negotiate a price that includes everything you need. And best of all, we won’t charge a penny for the service. The 25 years ‘experience of our team history means we’ve organised events in almost all the key venues. We can tell you from firsthand experience what these places are like, and if they have the right mix of facilities for the specific event you’re planning. And if we know somewhere is not quite right, we can draw on that same working knowledge to suggest several alternatives that are much closer to what you’re looking for.

We negotiate prices and packages with venues so when we negotiate on your behalf, we bring an impressive network of contacts and substantial buying power to the table. We will save you time, hassle and money.

  The 25 years ‘experience of our team history means we’ve organised events in almost all the key venues.