Corporate Meeting Support

At vanHeil Events, we pride ourselves on offering our clients high-quality, affordable event management support.

From Conferences to Christmas parties, we work closely with you to ensure that every tiny detail of your event brief is considered.

With years of corporate experience under our belts, we have the expertise necessary to execute quality events that deliver the WOW factor. We can provide support at every step of the planning process; from searching for venues to sourcing attendee goodie bags right the way through to onsite registration and co-ordination.

Take a look at some of the services listed below we can help you with, we can tailor our services to “white label” as one of your team or work independently. Whilst full-service events planning has been our “thing” for the past 16years we understand that sometimes you just need someone to step in and manage a single part of the process, so we are always happy to adapt our services to best fit your organisation’s needs.

If you require support in finding the right venue for your event, then look no further. We understand that every event is unique and as such the location & venue should be tailored to match. 

We delve deep into your event brief, pinpoint your exact needs, and then, with our extensive knowledge of venues, provide you with a summary of potential properties that fit the bill! 

We don’t just stop there.  We support you throughout the contracting process, negotiate the best rates, and (where possible) complimentary or heavily discounted services – who doesn’t love an upgrade?

Managing attendee invitations and registrations can be a timely and laborious task that can allow a margin for error if done manually. If needed, we can help you to select the best suited registration software and manage the entire process – providing on-demand reports and updates so you have full visibility of the registration status. This allows you to control when reminders or follow-up communications are needed to ensure maximum sign-up of attendees. For meeting attendees we offer assistance throughout the pre-event experience, answering questions, providing support documents and important event instructions. This allows your team the time to focus on the content of your event rather than numerous FAQs from attendees. 

Attendee travel – we are happy to work with your preferred suppliers or suggest excellent suppliers who can assist with domestic  & international travel bookings. For events when ground transport is required we coordinate with the transfer companies to ensure every guest is collected and delivered to their destination safely. For those attendees who may require visa support to travel we are happy to coordinate the supporting documentation that they require to apply for visas. 

Onsite Support – As well as supporting you throughout the entire registration & planning process, we can also help onsite by welcoming your guests, ensuring that all onsite registrants are recorded accurately, and helping with name badges or ticketing. We arrive ahead of any meeting attendees, display signage or room decor, ensure that hotel rooming lists are correct, AV is installed correctly and all rehearsals are complete. We then can act as meet-and-greeter to ensure all of your meeting attendees receive a warm welcome to the venue, have all the information they need and act as a help desk throughout their stay. 

 

Sponsor management – we are happy to support your event sponsors and act as sponsor liaison to ensure that they feel valued and in turn receive a great return on their investment in your event. 

As well as supporting you throughout the entire registration & planning process, we can also help onsite by welcoming your guests, ensuring that all onsite registrants are recorded accurately, and helping with name badges or ticketing.

 

Virtual Meeting Support – They say every cloud has a silver lining – Virtual Meetings seem to be the silver lining of lockdown! Going “virtual” offers you the chance to reach a wider audience, without the hassle and cost of travel and expensive venues. 

As well as supporting you to select the best platform for your needs we can also join your virtual events to manage waiting rooms, recordings, breakout allocations. We are also happy to assist your guest speakers & presenters to ensure that on the day the audience experiences a seamless streaming event.