Consultation
Have an idea, but don’t know where to go from there? To
fulfill your needs and goals, Afrotopia can help you take it from a thought to
a successful event. Building it up to your standards, we will ensure that your
event fits into your business and communication strategy.
Our accomplished team can guide you with the following
services:
Ø Support in the
general planning of your event
Ø Design and
development of the event’s formula
Ø Strategic and
financial planning for your first editions
Ø Market
research
Ø Thematic
content development
Event
Logistics & Technical Management
Our team will take charge of every logistical detail
of your event from the beginning to the very end, allowing you to focus on the
content and your guests. To ensure maximum efficiency, we become your single
point of contact and the connection with all other stakeholders involved in
your event.
Our services include:
Ø Establishing
practicable timetables
Ø Managing finances
and monitoring budgets
Ø Establishing
event and activity scenarios
Ø Negotiating
and managing all suppliers (hotels, rooms, catering, technical equipment,
photographers, artists, etc.)
Ø Planning and
managing technical and technological needs
Ø Planning and
managing of move-ins and move-outs
Ø Coordinating
and managing technical operations
Ø Coordinating
on-site logistics
Ø Planning and
managing catering services
Ø Planning
social activities
Content
Development & Speaker Management
Afrotopia has been perfecting useful and efficient
tools for the management of speakers and event program. In cases of specialized
conferences, we will take care of the search for relevant speakers and
presenters and then ensure to take charge of them from their selection to the
moment they step off the stage. We put our expertise at your service by:
Ø Search for relevant
speakers and presenters
Ø Advising on
the conference program and workshop design
Ø Suggesting
conference subject matters and speakers
Ø Establishing a
general content theme
Ø Establishing
presentation schedules
Ø Managing and
monitoring speakers (recovery of necessary documents, confirming specific
needs, gathering the necessary authorizations, etc.)
Ø Managing
facilitators, moderators and masters of ceremony
Exhibit
Management
A tailored service for any size of exhibition; be it a
trade show, an international exhibition with hundreds of exhibitors, or even
smaller shows for an internal public or a targeted clientele, Afrotopia
provides services to:
Ø Put together
the exhibitor’s guide
Ø Manage and
follow up with exhibitors (official documents, technical, management, etc.)
Ø Develop the
exhibit scenarios (installation, operation, dismantling)
Ø Manage the
floor during move-ins and move-outs
Ø Manage the
exhibit’s design and decor (plans, booth assignments, special areas, etc.)
Ø Manage all
official suppliers (decor, booth structure, transporter, customs clearance
agency, etc.)
Partner &
Sponsor Management
Partnerships and sponsors are an important factor in
most events’ success, no matter the size or type. Therefore, it is essential to
ensure a proper management and a VIP service for your partners. Afrotopia can
accompany you in all aspects of this endeavor:
Ø Developing and
putting together partnership plans
Ø Establishing
strategic action plans
Ø Coordinating
with sales teams
Ø Monitoring
contracts (gathering documents, managing gratuities, supporting partners)
Ø Coordinating
the production of brand exposure elements
Ø Managing
approvals and agreements
Ø Ensuring a VIP
reception at the site of the event
Conceptualization
& Creation
At Afrotopia, every event, whatever the type, deserves
a hint of creativity. Whether it is to enhance your social activities or to
make your evenings and special events unforgettable, our team can suggest
unique themes and ideas for your guests.
Ø Artistic
direction
Ø Thematic
conception
Ø Space and
experience design
Ø Venue layout
and decor conceptualization and coordination
Ø Supplier and
artist research and coordination
Registration
Management
Registration is one of the first points of contact
with your participants; quality and experience can have a great influence on
their appreciation of your event. From the registration form to the welcome
desk, our team will direct your guests and offer them a warm, simple and
effective service.
Ø Creation of
online registration forms
Ø Database
management
Ø Badge design
and production
Ø On-site front
desk management (welcome staff, new registrations, document distribution, etc.)
Ø Technical
support and customer service
Ø Registration
feedback and sales report
Event
Communication
We strongly believe that any event must be created and
built with clear goals in mind and then integrated within a strategic
communication plan that will allow you to achieve these goals. Our objective is
not only to create an event, but also to make it come alive before, during and
after it is held. Afrotopia will help you maximize any and all marketing
spheres.
Ø Development of
a strategic marketing plan
Ø Design and
creation of promotional tools
Ø Writing,
revision and translation of official documentation
Ø Coordination
of graphic design teams
Ø Strategic
planning of social media use
Matching
Platform
Add value to your event by integrating a business to
business networking component. Afrotopia can offer an accelerated networking
process by allowing your participants to plan one-on-one meetings with
potential partners through a personalized networking platform. Ensure participants’
satisfaction through a reliable web-based platform and an exceptional level of
customer service.
Ø Analysis of
specific needs in order to create tools for optimal networking performances
Ø Easy to use
and personalized web-based platform
Ø Development of
a marketing plan
Ø Meeting
organization and management, before and during the event
Ø Virtual
Meeting Rooms
Ø Around the
clock technical support
Virtual Conference
Management
A virtual event, whether a plenary conference,
simultaneous workshops, a general assembly with a secure vote, a digital
exhibition, virtual business networking sessions or even a concert, must be
planned with care. Afrotopia can assist you in the planning and management of
these virtual events. Our experts will help you define the vision and
objectives of your event, choose the best suppliers and put in place all the
essential elements to adapt your event to his new format: the online
experience.
Our services include:
Ø Design and
development of the virtual formula of the event (exhibition, conference,
workshops, concert, …)
Ø Strategic and
financial planning
Ø Analysis of
the market and similar events
Ø Development of
content strategy
Ø Search and
proposals of technical suppliers adapted to needs
Ø Planning and
management of technical and technological needs
Ø Coordination
of the technical operation and technical management
Ø Coordination
of the technical operation and technical management
Ø Logistical and
technical coordination with all stakeholders (speakers, panelists, organizers,
etc.)
Ø Rental of
secure broadcasting studios
Ø Design and
production of electronic promotional tools
Ø Coordination
of graphic design
Ø Registration
management, technical support and customer service
Ø Production of
statistical attendance reports