Fostering efficiency, engagement, and seamless event management

Challenge

TheNew Zealand Principals' Federation Conference, held annually, required effective management services to ensure the success of this key networking event for New Zealand's principals. The challenge was returning to Queenstown where there are limited venues big enough for the numbers expected at the Conference. Project Manager Theresa Managh, had to get creative with social events and ensure everyone had a memorable and successful experience.

Solution

Since 2016, our team has been providing management services for the New Zealand Principals' Federation Conference, fostering a long-term partnership and deep understanding of the event's requirements. We collaborated closely with Convenor, Jill Corkin, serving as the key contact throughout the engagement. Our services encompassed conference logistics, exhibition management, speaker coordination, and health and safety planning. With thorough research, proactive communication, and efficient decision-making processes, we aimed to optimise the conference experience and make the most of holding the Conference in beautiful Queenstown.

Results

The partnership and efficient event management strategies yielded significant results:

"Remarkably different" gala dinner

To manage the large numbers and limited spaces to cater for them we decided to take an innovative and fun approach to the 2023 gala dinner. We took over 'Kingpin' which is described as the ultimate destination for modern entertainment, whereby all guests (420) were given an activity card and had the opportunity to spend an hour donig fun activities such as bowling, karaoke, games and virtual reality. There was excellent food and a DJ and the guests enjoyed a fabulous evening that was talked about for months afterwards. Our team worked hard to achieve the right tone, and everyone was highly engaged, participating in the activities and networking at the same time.

Streamlined speaker and session management

We provided attentive care to speakers and session chairs, ensuring their comfort and smooth presentation experiences. Our team meticulously managed audio-visual facilities to guarantee flawless operations during sessions, contributing to a high-quality content delivery.

Successful exhibition management

Our Sponsorship and Exhibition team, consisting of Holly and Ani, facilitated a small exhibition, handling sales, contracting, and coordination with exhibitors and sponsors. They provided comprehensive support, creating a portal for easy access to information and assisting exhibitors and sponsors throughout the conference. Given the limited space, the team ensured the right sponsors and exhibitors were on board and helped create an atmosphere that encouraged networking and knowledge sharing.

Proactive planning and communication

Queenstown is a destination that people love to visit due to its beauty and the opportunities to explore and experience beyond the Conference rooms. Project Manager, Theresa helped the organising committee to plan knowing that they would have to limit numbers to ensure the best outcomes. Attendees were communicated with clearly and expectations managed so that they knew what to expect when it came to the Conference. The limitations of the venue size and space meant that there could only be plenary sessions with no opportunity for concurrent sessions. They worked hard to secure excellent keynote speakers and there were breakaway sessions to help create a similar 'vibe' to previous PFC Conferences.

Efficient planning process and timely execution

The continuity achieved through working with the same convenor over several years resulted in a more efficient and fulfilling planning process. Clarity of roles and a deep understanding of conference history allowed for streamlined decision-making. This efficiency enabled timely completion of tasks and facilitated informed decision-making for improvements, such as optimising the first timers' function for enhanced early connections.

The long-standing partnership and meticulous event management provided by our team ensured the New Zealand Principals' Federation Conference consistently delivered engaging and seamless experiences for principals. The success of the conference, its growing participation, and positive feedback from participants demonstrated the effectiveness of our collaborative approach and commitment to excellence.