Contract monitoring with service providers

•Description: Manage the drafting, negotiation and monitoring of contracts with service providers (caterers, equipment rental companies, technicians, etc.).

• Example: Check the clauses and deadlines of contracts to avoid disputes or delays.

Event budget management

• Description: Establish, monitor and adjust the overall budget of the event to ensure optimal use of financial resources.

• Example: Create a financial dashboard to track expenses in real time.

Preparation and sending of administrative documents

• Description: Produce all necessary documents, such as route maps, registration forms or certificates of participation.

• Example: Create and send personalized invoices to exhibitors at a trade show.

Requests for authorizations and permits

• Description: Manage the administrative procedures to obtain the authorizations necessary for organizing the event (occupation of a public space, sound permit, etc.).

• Example: Obtain authorization from the town hall to organize an outdoor fair.

Monitoring payments and reminders

• Description: Ensure the monitoring of payments from partners, suppliers or participants, with automatic reminders in the event of delays.

• Example: Check that suppliers have been paid on time and follow up with customers with unpaid invoices.

Insurance coordination

• Description: Take out and manage the insurance policies necessary for the event, such as civil liability or cancellation.

• Example: Ensure that the event is covered against unforeseen weather conditions for an outdoor festival.

Monitoring deadlines and administrative tasks

• Description: Develop a detailed schedule of administrative deadlines to avoid oversights or delays.

• Example: Schedule deadlines for submitting grant applications or sending contracts.

Grant and partnership management

• Description: Prepare grant, partnership or funding application files from public and private organizations.

• Example: Write a grant application to a local authority to finance a conference.

Post-event document archiving

• Description: Sort, organize and archive all administrative documents related to the event for clear monitoring and assessment.

• Example: Compile invoices, contracts and reports in a shared digital file for later consultation.

Development of an administrative guide for the event

• Description: Create a document bringing together all procedures, key contacts, legal obligations and administrative instructions related to the organization.

• Example: Provide a guide to organizers detailing the steps to follow to remain compliant with regulations.

Regulatory monitoring

• Description: Check the regulations in force (security, accessibility, GDPR for participant data) and advise on the necessary steps.

• Example: Ensure GDPR compliance when collecting data from participants at a conference.

Preparation of documents for speakers

• Description: Provide speakers with practical documents such as schedules, information sheets, and instructions for their interventions.

• Example: Send each speaker a sheet with schedules, technical configuration, and useful contacts.

Management of satisfaction questionnaires

• Description: Prepare and distribute forms to collect administrative and logistical feedback from participants or partners.

• Example: Analyze the responses to a post-event survey to adjust the organization of future editions.

Processing special requests

• Description: Manage specific requests from participants or speakers (certificates, supporting documents, reimbursements, etc.).

• Example: Issue a certificate of participation for guests requiring professional proof.