Conferences & Seminars
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Conferences & Seminars
Conferences, seminars, AGMs and training days: venue, programme, AV, speakers, registration and the running of the day itself.
A conference is a logistics problem wearing a content hat. Delegates need to find the room, clear registration without queuing, hear every speaker properly, and leave with something they can use. We take care of those parts so your team can concentrate on the programme.
We work outwards from your agenda: how many delegates, how many rooms, which sessions are recorded, who presents remotely. Then venue, AV, registration flow, catering and timings. You get a run sheet the venue and every vendor works from, and a rehearsal with your speakers before the doors open.
Quotes come itemised: our fee separate from event costs, AV listed piece by piece with technician hours, and service charge and GST shown. If you are comparing agencies, that is the only way to compare fairly.
Built from your agenda
A half-day seminar for sixty people and a two-day conference with parallel tracks need different rooms, different AV and a different registration plan. We start from the agenda and delegate numbers, then pick the venue and kit that fit, rather than the other way round.
What's included
A full conference or seminar package usually covers:
- Venue and layout. Room sizing for your format, sightlines checked, breakout rooms, registration area and catering space, with setup hours and in-house AV rules confirmed in writing.
- Registration. Pre-registration, name badges, and check-in desks sized for the arrival peak rather than the headcount, using our registration system.
- AV and recording. Microphones, screens, sound, lighting, session recording and the technicians who run it, quoted item by item.
- Speakers. Slide collection and version control, briefing notes, timings, and a rehearsal in the actual room.
- Hybrid and livestream. Cameras, a wired line with a backup, sound taken from the desk, and a host looking after the online audience.
- Catering. Breaks that fit the agenda, dietary needs collected with registration, halal caterers verified against the MUIS directory.
- Signage and materials. Wayfinding, stage branding, delegate packs and handouts.
- On-site team. Setup, rehearsal, show-calling, room turnarounds and teardown.
- After the event. Attendance data, recordings, feedback survey and a short report.
How the planning runs
From the first brief to the report you hand your stakeholders afterwards.
- Brief. Agenda shape, delegate numbers, date range, budget range, and what delegates should leave with.
- Venue. Options costed properly, then site visits at the time of day your event runs.
- Programme. Session timings, breaks and room turnarounds mapped against the venue’s hours.
- Speakers and AV. Slides collected early, kit specified per room, technicians booked.
- Delegates. Invitations, registration, dietary and access needs, joining instructions.
- Rehearsal. Every microphone, slide, video and remote speaker tested in the room.
- The day. We run registration, call the sessions and keep the timings.
- After. Recordings, attendance data and feedback, in one report.
What you get from us
The things delegates actually notice are the ones we watch hardest: the check-in queue, the sound, the sightlines, and whether the day runs to time.
- An itemised quote, with AV broken down by item, quantity and hours.
- One contact from the first brief to the final report.
- A run sheet and call sheet shared with you, the venue and every vendor.
- Slide version control, so the file on the screen is the one your speaker meant.
- A rehearsal in the room, including remote speakers.
- Attendance data and a feedback summary afterwards, not just photos.
Planning a conference or seminar?
Send us your dates, delegate numbers and draft agenda, and we will come back with venue options and a costed plan. Our public health event and clinic opening, run in one morning inside a working hospital, shows the logistics side. If part of your audience joins online, our guide to running a hybrid or virtual event explains what changes. Contact us.
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Recent work
Stage, projection and audio production from recent conference and ceremony work in Singapore.
