Holyrood’s Event's production management team will ensure that all speaker, sponsor, exhibitor and delegate expectations are met prior to the event and on the day. All members of our production team are professional, welcoming, attentive, have a passion for detail and have experience of working with the public. In house disability, equality and etiquette training is provided to all our staff who manage venues and also to caterers, technicians and on the day staff. On first making contact with Holyrood Events you will be allocated a project manager who will assist in addressing your requirements.
Programme Formatting
Guidance on the formation and development of your event programme, sourcing facilitators and chairs and how to get the best from audience interactivity.
Speaker Management
Procedures for inviting, briefing and dealing with speaker requirements such as expenses, travel and accommodation. Follow up including formal thank you letters and the opportunity for post event evaluation.
Delegate Management
All enquiries are dealt with face to face, by email and telephone. Delegate registrations and confirmations can be received online, by email, post and fax. Joining instructions are sent out from our offices where preparation work is done for delegate packs and badges prior to being sent for fulfilment.
Venues
To ensure that we source the most appropriate venue we will evaluate your event, size, format, subject matter and audience. We establish requirements for breakout rooms, exhibition areas, catering, staging, audio visual, overnight accommodation and transport. Holyrood Events have built up relationships with a substantial number of different sized venues throughout Scotland. Once we have established a short list of venues we carry out a site visit and access audit. Experience of working on DDA events has given us substantial knowledge of auditing venues for access for delegates with disabilities.
Catering
Wherever possible Holyrood Events use caterers who have an understanding and experience of our requirements and standards. We insist on flexibility within menus to allow for special dietary needs, correct provision of the requested food and clear labelling. Likewise we expect efficient helpful and access aware staff, effective and speedy service and accessible serving stations in relation to our delegates needs.
Audio Visual
AV Department Ltd (AVD) is our supplier of choice and manages all of our AV and technical requirements. AVD conduct a survey of the venue and determine the most appropriate level of equipment supply. They will establish whether the venue's own equipment is adequate or whether additional systems are required to meet our client’s requirements. They work within budgets and provide the best possible technical production for client’s event. We produce all our events to a broadcast standard and can assist in the sourcing of photographers and other services.
Evaluation
Delegates, speakers, sponsors, suppliers and clients need prompts and mechanisms that allow them to give feedback both at and after the event. Tailored evaluation forms are distributed on the day with reminders throughout the event to complete and return them. This information can then be analysed and fedback.
On the day
Staff are allocated specific responsibilities including registration, supervision of catering, queues, auditorium, seminar rooms, direction and signage, the exhibition area, down to the detail of temperature control and toilets. Speaker, facilitator and exhibitor liaison on the day is vital to ensure that they are receiving maximum benefit from the event.
