Conference

Conference organisation requires dedicated project management focus, and the success of the event depends on skills, experience and expertise all of which are provided professionally by HOT Events.

Our vision is simple: blend the decades of our team’s experiences with the very best creative and production talent available anywhere in the world; match those talents to specific requirements and deliver exceptional support.

Choosing to reward, train, launch, profit or entertain? There are many reasons for staging a conference and HOT Events begins the project by establishing your desired outcomes and goals. Our team becomes your team as we work from the very start to achieve your organisation’s expectations.


HOT Professional Conference Management

A dedicated HOT Event Manager supports you from concept to post event analysis, including full onsite conference support with the back up support of the entire House of Travel Christchurch City and House of Travel Queenstown teams.

  • Destination research and project planning with risk management
  • Destination and venue coordinated site inspections
  • Contract management with venues and suppliers
  • Financial management and transparent budget and reporting
  • Delegate registration management – accommodation, dietary requirements, travel, emergency contact details, optional activities and more, including our own Events Interactive secure on-line registration programme
  • Support in conference theme design and execution, including internet site/page providing conference programme, destination information, travel guidelines, event updates and more
  • Pre-event delegate enticement – teasers, invites and marketing collateral
  • Licensed travel agency services for professional air travel, documentation and provision of personalised travel wallets and itineraries
  • Ground services – coach transport management, including luggage coordination
  • Management of all dining functions, including entertainment, menu selection and event theming
  • Management of staging and audiovisual services
  • Speaker research and liaison
  • Composition of Conference Communications Manual with travel summary, accommodation rooming lists, dietary requirements, emergency contacts and other relevant information
  • Sourcing of gifts, satchels, lanyards
  • Design and print management for conference collateral
  • Team building management
  • Pre and post conference touring coordination through licensed House of Travel services, plus accompanying persons’ programme management
  • Accompanying persons / childrens programme design and coordination
  • Post event evaluation and report to assist in planning your future successful events


HOT Events Management Service

Let us assist you in locating the ideal conference venue

You may be looking for something new and different from your usual destination, or perhaps you just need us to research what venues are available to suit your budget and conference size.

At HOT Events, we understand the need for correct floor space, ceiling height, pre-function areas and dining opportunities. With the support of expert group travel consultants, we can advise accessibility and airfare options so you really know about the true bottom line on your budget.

Our venue research service is Free of Charge, based on the agreement HOT Events book and receives commission from the confirmed conference venue. We do however guarantee that at no time will you pay any more for your event, than if you were to deal with the venue direct. In fact we do our best to save you more than just your time, by ensuring you have access to the best rates available.