Conferences

Conferences

From full delegate management to simple on-site badge requirements.

Pre Event

Pre Event

  • From the complete delegate management package including invoicing, payment chasing and full fund reconciliations.
  • To taking data from you to provide badges for you to hand out and anywhere in between.

The complete package

  • Bespoke registration solutions designed with your event in mind.
  • Online forms allowing multiple delegate registrations by a single person with one consolidated invoice.
  • Online seminar/conference session planner – incorporating a simple display of multiple seminar and conference sessions allowing delegates to plan their conference agenda with no double booking.
  • Email marketing campaigns including the facility to pre populate the online form with potential delegate details.
  • E and M badge confirmation allowing delegates to collect their badge on arrival delivering a greener solution for your event.
  • Full payment handling by Interchange with VAT invoices issued and payment chasing undertaken or full integration with your payment handling solutions allowing you to control the financial side of your conference.
  • Live real time back office reporting with access to your registration data for further marketing initiatives.
  • Custom reports designed specifically with your event requirements in mind.
  • Dedicated account manager.
  • Customer query handling by Interchange as part of the per delegate price
  • Handling of all the other badges your conference might need from speakers through to staff and exhibitors.

Anywhere in between

Please feel free to contact us so we can discuss the specifics of your conference, meeting or event requirements.
During Event

The complete package

  • Experienced conference manager.
  • Full entrance management to include unpaid and new delegate payment handling and invoicing.
  • Skilled conference registration staff.
  • Conference session and seminar management to include attendance recording and speaker support services.
  • Regular accurate attendance reports

Anywhere in between

  • Operate your own onsite system using Interchange’s registration software, equipment (including barcode scanners) and materials.
Please feel free to contact us so we can discuss the specifics of your conference, meeting or event requirements.
Post Event

The complete package

  • Debt collection and final invoice issue.
  • Financial reconciliation and fund transfer.
  • Attendance analyses.
  • Data extraction/analysis.

Anywhere in between

Please feel free to contact us so we can discuss the specifics of your conference, meeting or event requirements.

Case Study


Healthcare Estates

Healthcare Estates is an event aimed at ‘Quality in the Patient Environment’. With an audience responsible for engineering, design, construction, maintenance, operation and estate management and provides a unique opportunity to explore how attendees can improve the built environment for the benefit of the patients using healthcare facilities.

The IHEEM Conference is at the heart of Healthcare Estates. The speakers include leading UK and international experts and the two day programme covers every aspect of design, build, management and maintenance of healthcare facilities. As the longest running conference of its kind, it is a truly authoritative source of information and advice for healthcare estates and facilities professionals in the UK.

Interchange has been involved with the event since 2008 providing registration services for visitors and exhibitors and badging for three hundred conference delegates.

In 2012 Step Exhibitions, the event organisers approached Interchange with a request to provide a full delegate management service for the 2013 conference alongside all of the services already provided for the event. Step lacked the online payment handling facilities and believed that this was hindering delegates wanting to register for the event and also pay online.

For the 2013 conference Interchange dealt with almost 400 booking requests and handled over 300 delegate bookings both online and offline. The majority of delegates came from the NHS and Interchange had to be extremely flexible in collecting payments for example for a delegate based in Hampshire but paid for by an NHS Trust based in Scotland.

Delegate registration and invoicing details were collected both online and offline, VAT invoices issued to all delegates and regular chase letters and calls made throughout the build up to the event. Interchange also provided a fully managed delegate registration system at the event which included handling new delegate registrations and payments via credit card and cash.

Post event, Interchange provided regular updates to Step Exhibitions on outstanding delegate payments and staged transfers of revenue already collected. Interchange is proud to say that all delegate payments for the event were successfully collected.