How we work
Seamless Event Management from Start to Finish
At Symbiometry, we know that successful event management is all about precision, strategy, and flawless execution. Whether it’s a conference, incentive trip, awards ceremony, or corporate meeting, we take care of every detail—ensuring a seamless and stress-free experience from concept to completion-nationally or internationally.
Every successful event starts with a clear goal. What are you looking to achieve? Is it about networking, education, celebration, or team-building? Is it an ExCo meeting or a congress for thousands of delegates? Defining this from the outset shapes every decision, from venue selection and entertainment to catering and logistics.
We begin with a comprehensive consultation to understand your event’s scope, requirements, and vision. From there, we provide a detailed proposal and itemised quote, ensuring transparency and alignment before moving forward.
Once the quote is accepted, we build a comprehensive project plan, breaking tasks into manageable steps:
- Timelines: Using our project management system, we track all milestones, including vendor bookings, registration setup, and delegate communications.
- Budget: We ensure all expenses are accounted for, from venue hire and catering to AV, entertainment, and marketing, always keeping a buffer for unexpected costs.
The right venue sets the tone for your event. We help identify locations that align with your theme, capacity, and accessibility needs, while ensuring they offer the required technology, equipment, and ambiance.
We handle programme coordination to ensure seamless event flow, including:
- Attending programme meetings to select speakers from submitted abstracts.
- Liaising with speakers and the programme committee to structure a well-balanced agenda.
- Ensuring poster presenters are notified, with numbered poster boards displayed at the venue.
Our team takes care of all aspects of exhibition planning, including:
- Prospectus design and space booking.
- Sponsorship management and invoicing.
- Online exhibitor portals for stand builders, shipping, logistics, and collateral uploads.
- Virtual exhibition options, exhibitor scanning, and lead retrieval apps.
Onsite support from build-up through to breakdown.
We streamline the abstract submission process, ensuring clarity and efficiency:
- Setting up website information pages with submission guidelines and presenter resources.
- Managing an abstract submission system with reviewer allocations.
- Communicating outcomes to submitters and attending programme meetings to finalise selections.
From catering and décor to AV and photography, we manage all vendor relationships to ensure:
- A diverse catering menu that accommodates dietary needs.
- Cohesive branding and décor that aligns with your event’s objectives.
- Engaging entertainment, whether it’s a keynote speaker, live music, or interactive sessions.
A well-planned event needs the right audience. We create targeted marketing strategies using:
- Social Media: Engaging content, countdowns, and teaser videos.
- Delegate Engagement: Setting up an event website with registration, ticketing, agenda details, speaker profiles, exhibitor showcases, and sponsorship opportunities.
- Email Campaigns: Regular updates, reminders, and information for delegates, presenters, and exhibitors.
First impressions matter. Our user-friendly online registration system accommodates unlimited fee types, including free registrations, with secure online payment options. Onsite, we provide instant badging, facial recognition check-in, and a streamlined process to minimise wait times.
- We use our EventsAir installation (so you don’t need your own license). A comprehensive event management system for all our registration, badging, accommodation, exhibition, abstract management, virtual events and app integrations—which means everything is all in one place.
- Consult and implement AI-driven solutions like chatbots for delegate queries and automated workflows tailored to your event needs.
We prepare for the unexpected with detailed contingency plans, including:
- Weather backup plans for outdoor events.
- Technical support on-site to handle AV and connectivity issues.
- Emergency response protocols and first-aid planning.
Delegates are at the heart of every event, and we ensure they feel valued:
- Smooth arrival and registration with clear signage and efficient check-in.
- Engaging networking opportunities and interactive experiences.
- Post-event follow-ups, including thank-you emails and feedback surveys.
After the event, we assess performance and gather insights:
- Surveys to collect delegate and exhibitor feedback.
- Team debriefs to identify successes and areas for improvement.
- Comprehensive post-event reports for ongoing refinement.
- We specialise in the pharmaceutical industry, ensuring compliance with association requirements, accreditation standards, sustainability, and accessibility.
- As industry members of ABPCO, we adhere to the highest standards in event management, offering professional expertise backed by industry recognition.
The events landscape is always evolving. We integrate the latest technology, AI-driven engagement tools, and sustainability practices to keep your event innovative and impactful.
Event management is an art—balancing organisation, creativity, and attention to detail. At Symbiometry, we’re here to take the stress out of planning, so you can focus on delivering an unforgettable experience. Let’s start creating something extraordinary together