Introducing TelSpan's Concierge Event Management Service
Leave the planning and execution of your next complex conferencing event to the experts at TelSpan! A TelSpan Concierge will handle your entire event, allowing you and your staff to focus on your event content. Rest assured that your conferencing event will be professional and flawless, making you look like an expert!
At TelSpan, we offer a wide variety of conferencing and communications services, allowing our Concierges to select the perfect solution for each client's specific needs. From audio and web conferencing to video presentations, from online registration to streaming, TelSpan can customize an event to allow you to achieve your objectives
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Let a TelSpan Concierge take the pain out of planning and executing your next big conferencing event! |
TelSpan's Concierge Service Can Include:
1. Complete Event Management
- A dedicated TelSpan Concierge will be assigned to each client
- Consultation on media presentation (graphics, text, usage of tools)
- Provide backdoor communications line from Concierge to client during events (on events over 50 participants)
Add-On Package – Branding/Audio Commercials (available for an additional fee)
- Branded 800 number
- Branding message on code entry
- Custom commercials and/or messages played into conference
2. Scheduling and Registration Facilitation
- Complete scheduling of event using online registration tool Including invitations, confirmation, and reminders
- Pre- and post-event surveys (in online registration platform) or re-direct to client-preferred site
- Schedule the event in online registration platform (client will provide text and instructions/requirements)
- Create all invitations, confirmations, reminders in online registration platform
- Brand the online registration platform information
- Assist any individuals that have difficulty registering for an event
3. Speaker Coordination, Training and Rehearsal
- Conduct full speaker contact, practice, and coordination
- Archive all scripts and commercials to ensure they are readily available for presentations when appropriate
- Arrange speaker training and ensure system compatibility on the platform being used for a given event
- Work with the speaker to obtain their presentation materials in the appropriate format
- Add official introductory slides to the speaker's presentation
- Arrange for a pre-conference recording if desired
- To ensure a successful event, the presentation materials must be received by TelSpan at least 24 hours prior to each event (preferably 48-72 hours prior).
4. Event Execution
- Event monitoring
- Security based upon general participant screening (for entry and Q&A access)
- Audio polling for those on TelSpanDirect audio bridge
- Polling within the web conference
- Roll Call including participant name, organization, phone number, and connection times
- Secure pin access if requested (Roll call not available with Secure calls)
- Complete event execution, event monitoring and follow-up
- Operator will perform all functions that would otherwise be performed by client on the conference if desired
- Operator will moderate the conference precluding the need for a staff member other than the speaker to be on the call
- Operator will read speaker bio and introduce speaker
- Operator will perform housekeeping and announcements as specified by client
- Operator will perform all standard TelSpan Q&A procedures, announcements, Q&A session, and conference closing
- Operator will manage duration and other aspects of conference timing
- Operator will close conference and provide final remarks as specified by client
5. Post Event
- Complete roster of attendees provided within one business day for all events
- Provide audio/video recording (includes IP Media Recording) and posting/emailing of file as requested
- Telephone playback up to 500 minutes included. (additional playback minutes are available for an additional charge)
- 30 days of free online archiving and streaming
- Transcriptions (available for an additional fee)
