Part of your Team
Outsourced Events is a London event management company. We live and breathe events and our enthusiastic and friendly team of event professionals have decades of event industry experience between them. By working with us you are effectively able to access this expertise and energy through your very own OE event manager, who will bring a whole raft of extra resources and insight to your event planning and management.
Your brand integrity is important to us, which is why we’ll approach your company in the same way we approach our own company, with professionalism and passion. With minimum training, we can be embedded and running as a direct extension to your team within a week.
Event Industry Knowledge
Our passion is matched only by our industry knowledge and know-how. Whether you want an individual service or a full end to end event planning and management service, we can tailor our service to suit your budget, your event and your internal processes.
As well as a deep understanding of what’s involved in setting up and running an event, we also have access to an extensive network of contacts and can bring in new services at a moment’s notice. This all allows you to effectively scale up or scale down your event related operations at short notice, without the need to increase headcount.
End to End Event Management
We provide a comprehensive end to end event management service that spans a range of services, from venue sourcing to onsite presence and post event reporting. We can provide as little or as much support as you require, whether you’re putting on a small CXO dinner or a huge annual conference.
We’ll not only help you put together your financial plan, but we can help keep you on budget by delivering cost savings and economies of scale through the relationships we have with venues and suppliers, as well as our value added communications. We can even help you supplement your marketing budget through sponsorship selling on your behalf.
We’ll look after all your communications activity, from signage and design to the internet connections and electric sockets, as well as manage all the vendors involved in making your event a huge success. We’ll even staff your booths for you.
Focused on Data
Event management is about so much more than planning for the big day. Data is an essential ingredient and resource in creating events that not only leave your delegates wanting more, but in developing informed and tactical follow-up marketing and lead generation strategies in the weeks and months following your event.
Our advanced software and API allows us to provide a true end to end data management system that is fully customisable to the specific needs and KPIs of your marketing strategy. We’ll even cleanse and migrate all the delegate data collected at your event to sit in your own templates, so your team can view it on your systems.
A key part of this service offering is our badging and onsite registration software, which allows your staff to check in delegates and print their badges in seconds instead of minutes. Not only does this make queues at the check-in desk a thing of the past, but it allows you to use QR codes to track delegate activity around your event.
Complete Event Management Service Provision
We’ve been working in the event industry long enough to understand that no two events are ever the same. It’s why our event management service can be completely tailored to your requirements. Whether it’s project planning, onsite registration and venue sourcing, or electronic email communications and delegate management we can put together a package that suits you.
Our end to end service provision includes the following:
Pre Event Services
Project planning
We’ll create a project plan and manage the event timeline using online project management software, allowing you to see where we are at every stage of the event planning process, as we create and deliver against critical milestones, from sourcing suppliers to managing delivery.
Venue Sourcing
Venue finding is something that is time consuming. We have the tools, the knowledge and the contacts to find the right venue quickly, saving you money in the process.
Pre Event Logistics
We will handle all event logistics from merchandise sourcing, storing and inventory management, as well as making sure all marketing collateral and equipment gets delivered on the day, wherever your event is in EMEA.
Budget Management
We’ll make sure you stay on budget from start to finish by creating a comprehensive and realistic financial plan that you can stick to whilst achieving everything you set out to do.
Sponsorship Sales
We can help you boost your marketing budget by selling to partner sponsors on your behalf. We can even invoice and receive payments to a restricted access account.
Event Marketing
We’ll help you produce a marketing plan to get bums on seats and then monitor the success of this over time, tweaking and adapting tactics where necessary. From social media engagement to developing promotional materials like flyers and posters, we can handle every aspect of your marketing campaign to generate interest in your event. Click here to find out more…
Sponsor Management
Looking after your sponsors is important and very time consuming. We have the tools and knowledge to make this process easier, keeping them happy and leaving you more time to focus on the bigger picture.
Delegate Management
We can deal with all your delegate recruitment and management needs, from recruitment via invitation email marketing, through to post event lead generation activity.
Event Communications (emails)
We can create, build and send tailored email lists to your prospective delegates, using our in-house email distribution solution. We can also follow up with potential leads post event.
Accommodation Sourcing and Management
With our detailed knowledge of four and five star hotels in cities across the World, we will take care of all your delegate and staff accommodation requirements.
Collateral and Merchandise Sourcing
From sourcing merchandise, storage and inventory management through to the delivery of this collateral around the World, we will manage all elements of the process.
Confirmation Calling
Telemarketing is a huge driver of ticket sales and we’ll help you maximise on this activity by calling up delegates to confirm or reconfirm their attendance and arrange meetings.
Stand build
We’ll source a supplier for your stand build, delivering a high quality, timely and cost-effective stand and manage all pre-event and onsite liaison.
Online Registration Service
Our custom designed online registration service has been built from the ground up by our own team of event professionals. Empower your attendees to sign up to your event directly from your website and monitor your registration in realtime. Our online registration service also links directly up to our badging and onsite registration service. Click here to find out more…
‘Call for Papers’ Abstract Management Tool
Our “Call for Papers” abstract management tool is a submission capture and review system. It allows proposal submission from potential speakers and enables event planners to to review and schedule agenda sessions on one user-friendly platform. The tool features, fair scoring, automated submission checks against pre-set pass/fail criteria, score tracking in real time.
Onsite Services
Transport Booking and Management
We will handle all your transport arrangements, making sure your delegates and attendees get to the event on time, wherever they’re coming from and manage transfers throughout the event. We only use the most reputable and reliable transport companies, many of which we have ongoing relationships with.
Badging and Onsite Registration
Using our proprietary onsite registration and print-on-demand badging service, we can revolutionise the registration and check-in at your event. We’ll even staff the desk. Our badging and registration service is fed data directly from our online registration system, giving you real time data tracking and the option of self service check in. Click here to find out more…
Onsite Support
We don’t just work behind the scenes but will get stuck in on the day, helping you set up stands, onsite registration services and even staff your check-in desk or booth. We’ll also produce all staff briefing documentation for trade shows including location, stand details, demo information, audience attendance & key corporate messaging.
Post Event Services
Data Input and Cleansing
We will input all leads and evaluation reports that have been generated throughout the event. We can then cleanse and manage all this data, so it can be fed directly back into your own CRM and marketing platforms and templates via our own API ready for your sales and marketing team to act upon.
Post Event Reporting
We provide a full end-to-end data management platform that is fully customisable, allowing us to create reports that show detailed insights about your delegates, from registration through to realtime onsite activity.
