Image Promotions Event and Hospitality management

Image Promotions offer a turnkey event service, either managing an entire event or looking after particular aspects of the event. They are able to handle any event no matter how large. Their services include:

• Venue and liaison services
• Coordination of contractors and service providers
• Design and layout of your event
• Communication management
• Entertainment and activities
• Logistics management
• Event management and marketing

Together with their partner companies, Rooney's Hire (event equipment hire) and ShowMasters (exhibition booths), Image Promotions are able to manage even the most challenging of events.

Image Promotions are also agents for GV Pedia in the marketing of the Best of Zambia book.

Venue and liaison services
The Image Promotions team can handle all liaison with venues including accommodation, meeting rooms, space allocation, access logistics, time frames, safety and security, construction parameters and constraints, technical details, links to electrical supplies and other facilities, cleaning, all signage, décor, theme and parking. The Image Promotions team will also coordinate all catering needs including layout, construction, appointment of caterers as well as menu and beverage selection. Image Promotions can also manage the venue site including supervision of event build-up, the actual event and post event site break-down.

Coordination of contractors and service providers
A whole network of services are needed to bring an event to life. Image Promotions project manage the entire process, handling all coordination between sub-contractors and various service providers. Separate services like security, installation of electrics and flooring, furniture and equipment hire, interpretation services, AV and staging, branding, and staffing, all need to be thought about and managed effectively to make each event a success. Image Promotions will recommend and appoint contractors on your behalf if required.

Design and layout of your event
Image Promotions will design floor plans to suit your specific needs, incorporating fire and safety requirements. Floor plan layouts will take into account construction parameters and constraints, traffic flow, visibility, impact, signage requirements, special attractions and activity areas, sponsorship requirements, themes and décor.

Communication management
Image Promotions provide a country based point of contact. They interact with and entertain delegates, handle speaker requirements, liaise with Government departments and associated agencies, handle the media, and manage dedicated websites including on-line registration. They then compile relevant delegate registration forms, confirmations, on-site registration and guidance.

Entertainment and activities
Entertainment programs, group activities and team building programs can be discussed, implemented and coordinated on your behalf.

Logistics management
Image Promotions support the planning and implementation of conference logistics including VISA processing for international delegates, transportation and airport transfers (flights and coaches) as well as the coordination of printing and delivery of conference material.

Event management and marketing
Image Promotions will formulate a full schedule (from a logistical and timing perspective), prepare provisional budgets and handle accounting administration. They can assist in the development and delivery of the 'look' of your event, together with a marketing plan that includes advertising schedules across print, electronic media, press releases and promotions. Event agendas and programs will often need to be designed, and tickets or invites printed and distributed.

Appointment of Image Promotions
Image Promotions charge a management fee based on the terms of reference and anticipated workload. Payment terms are: deposit on appointment, installments leading up to the event, and final payment at the time of the event. Alteration of terms of reference or date of the venue may result in an increase on the quoted fee. All fees quoted are exclusive of VAT.