Event Solutions

Through Image Promotions, its specialist event planning company, Event Solutions provides a turn key event management and planning service, specialising in the organisation and management of congresses, conferences, seminars and similar events. Tailoring its services to its clients' needs, Image Promotions is a one stop solution for every type of event with vast and unrivalled experience across all sectors. Providing detailed management services, this company helps bring together every detail for your event. As a Destination Management Company, Image Promotions is a good fit for international groups wanting to host an event in Zambia.

Destination management

Event Solutions sets the standard of excellence for event management, by providing timely, cost-effective, professional service in locations around the world. When a client chooses Event Solutions, they choose quality and reputation. Each of their partner Destination Management Companies is an independently owned and operated business that sets the standard of excellence for event management in its destination. Their clients range from small organisations to international agencies such as United Nations and the World Bank.

Venue and liaison services

The Event Solutions' 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 facilities, cleaning, all signage, décor, themes and parking.

The team will also coordinate all catering needs including layout, construction, appointment of caterers, as well as menu and beverage selection. Event Solutions 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

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. Event Solutions will recommend and appoint contractors on its client's behalf if required.

Design and layout of your event

Event Solutions will design floor plans to suit a client's 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

Event Solutions 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 a client's behalf.

Logistics management

Event Solutions supports 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

Event Solutions 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 an 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. As seasoned conference organisers, Event Solutions know all that is likely to be required.

Terms of service

Event Solutions charges 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.

Recent events

• Agritech Expo 2014/2015/2016 – 3000 sqm of infrastructure
• African Union's African Girls' Summit 2015

A significant portion of its business originates as referrals from blue chip companies that have entrusted Event Solutions to create their exhibition stands and booths. Repeatedly experiencing a service delivery above and beyond their expectations, these companies have become advocates.

Leading event technology, communication systems and services for events

• Simultaneous Interpretation Service (SIS)
• ISO approved sound proof booths
• PA Systems
• Digital analog recording
• Audio and video streaming
• AV hire
• High resolution projectors
• Screens
• RFID tracking
• Event registration online and onsite
• Laptops

Event Tech provides state-of-the-art communications systems and services. This cutting edge conference technology will give you a fully integrated customised technology backbone for your event. For seamless technology solutions together with excellent customer service, you can depend on Event Tech.

A complete exhibition stand design service

• Exhibition stand design, construction and accessories
• Shell scheme booths
• Kiosks
• Branding
• Brochure racks
• Carpet tiles
• Counters – curved or straight
• Designer furniture
• Designer bar stools and bar counters

This is a total exhibition design and construction service of exhibition stands, either purpose designed and built or fitting in with predetermined shell schemes. Graphics play a pivotal role in bringing a show stand to life and their design team are on hand to bring design ideas to life.

Benefits of a professionally designed exhibition stand

The professional team at Event Solutions is motivated and creative, aiming to provide guidance on how best to maximise the marketing opportunity that exhibitions present for businesses and brands. A well designed, technically dependable and presentable exhibition stand is effective for:

• Building relationships with existing customers
• Educating the market and building brand awareness
• Demonstrating products or services
• Generating media exposure
• Launching new products

Recent involvement in major events

• In March 2016, Event Solutions designed the layout for the Gemfields Kagem Mining Emerald and Amethyst Auction
• In April 2016, Event Solutions created several exhibition stands at the Agritech Expo

Event Solutions' sister companies

Image Promotions:

• Event Management & Advisory, Event Planning
• Event Management-Logistics, Registration, Meet & Greet, Venue Identification and Décor
• Conference Management
• Accommodation & DMC Services

Rooney’s Hire Zambia:

• Marquees and Event Infrastructure for hire

Event Tech Zambia:

• Designer Stands
• Expo Stands
• Accessories & Furniture
• A/V (Audio Visual Equipment)
• Lighting/Trussing
• SIS ( Simultaneous Interpretation Services)

Shungu Services Zambia:

• VIP Mobile restrooms
• Refrigeration Units
• Basic generators

Magic of Zambia:

• Specialises in tourism and development
• Delivers quality copy, photography, web design and audio podcasts
• Local and international clientele