CONFERENCE AND EVENT MANAGEMENT

Since its founding, ASIAFCO has organized and managed many successful events, exhibitions, conferences and business consultancy in Botswana, Burkina Faso, Cameroon, Ethiopia, Gabon, Ghana, Ivory Coast, Mauritius, Namibia, Rwanda, Senegal, South Africa, Tanzania and Zambia.


Our area of operations:

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Conferences, workshops, seminars, statutory meetings;

- Business forums and international partnership meetings;

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Trade fairs, specialised shows, exhibitions;

- Product launch, promotion day, “open” day, company tours.


A complete range of modular services depending on your needs:

ASIAFCO offers you a complete range of services in the organisation of conferences, exhibitions and events. We can offer a turnkey event service or just look after specific modules of your event.


Preparing for the event:
Exploratory mission on site to define the needs precisely, writing up the terms of reference and specifications, developing detailed work plans and budgets.

Promotion and working documents, visual communication:
Design and production of promotional and working documents: brochure, catalogue, invitations, posters, programme, signs, badges, banners, CD-ROMs, Internet site, video and computer presentations, etc. Design of the visual identity for the event: logo and graphical charter for all the documents.

Event promotion and media coverage:
Refer to the “Communication” page.

Selection and lay out of venue, catering, technical equipment:
Identification and booking of the venue that is most appropriate to the size and the image of the event. Liaison with the venue management and local service providers regarding the equipment and decoration of the allocated spaces stands, meeting rooms, areas for inter-company encounters, etc. Provision of catering services for coffee breaks, lunches, quick refreshment, cocktails, etc. Rental of technical equipment: sound system, simultaneous translation, audiovisual equipment, computers, printers and reprography equipment, installation of dedicated telephone, fax and Internet lines for the event.

Managing participants:
Identification and selection of the participants, targeted mailings, follow-up by telephone and e-mails, managing invitations and on line registration of the participants.

Transport and accommodation:

Organisation of airplane travels and land transport: booking of airline tickets at preferential rates, confirmation of bookings with personalised flight schedules, sending of pre-paid tickets and reconfirmation of return flights. Organisation of local transport on arrival, at departure and during the event (individual or group transport, bus / VIP cars). Booking of hotel rooms at preferential prices.

Welcoming participants – security – protocol:
Setting up of welcome booths with multilingual ushers / usherettes at the airport and at the venue for on-site registration and secretariat during the entire duration of the event. Organisation of security and protocol services, fine tuning of recreational and cultural programmes alongside the event.

IT management, secretariat and administration:
Provision of specialised software systems and services according to the requirements of the client: IT networks, on-line registration, database management, matchmaking software for the organisation of One-to-One business meetings between participants, production of badges, lists and statistics. Provision of secretarial services (business centre) for the participants. Administrative and financial management.

Follow-up and evaluation:
Organisation of the follow-up and ex-post evaluation phases of the event.

       

       

15 rue Général Wangermée l 1040 Brussels l Belgium l Phone: +32 2 735 12 08 l Fax: +32 2 733 10 18 l e-mail: contact@asiafco.com