Here at Hippo Events we offer an end-to-end Event Management & Global Venue Finding service for conferences.
We understand that running a conference event can be intimidating, no matter how much experience you have, not to mention stressful. Our event management team are here to provide assistance every single step of the way. Whether for a live conference or for hybrid conferences, our conference planning services are here to support you.
Conference Event Management Company
We specialise in assisting you with your event management, the creation, management and delivery of your events.
With one of our experienced conference event organisers as your single point of contact we can manage all elements of your event – from venue sourcing right through to conference logistics, delegate management, on-site support, and everything in between.
We aim to support your event with expertise and personality. Our core principles mean that we value every single one of our customers and treat your corporate events with the time, focus and attention to detail that they deserve.
There is a huge amount to consider when planning a conference event, which is why we see ourselves as an extension of your internal resources.
Our aim is to allow you and your staff to dedicate your energy to where it’s most needed; be it the corporate event content or your attendees.
Why Choose Hippo
Event Management?
Relationships
A focus on time spent with valued clients, venues and suppliers.
Rates
Competitive rates and significant cost savings for you.
Experience & knowledge
We know how to achieve your event objectives and deliver results.
Proactive, not reactive
Future-focused, leading, always a step ahead.
Results
Proven success – events that exceed expectations, every time.
Full service
From concept to delivery, we manage every area and detail.
End-to-end Conference Event Management
As a premium Conference Management Company we offer a full end to end service. Our approach to your event is proactive rather than reactive.
With one of our experienced event planners as your single point of contact, we oversee every element, acting as an extension of your team alongside our specialist Event Project Managers.
From working on the Event Design and Concept right through to the On-site Delivery and Post-event Evaluation you can rely on us to expertly handle as many or as few aspects as you wish.
Our goal is to relieve the pressure on you - giving you more time, less stress, and the confidence that your event is in expert hands.
In addition to the day-to-day eevent management, we can also offer Audio Visual, Entertainment & Décor, Print & Design, Transportation, App Development, Delegate Management, Event Identity creation and Technology integration.
Global Venue Finding
We appreciate that venue sourcing for conference can be hugely demanding on your resources, not to mention confusing with all those different rates.
We take the sting out of the process and find the perfect venue that ticks all your boxes.
Domestic and International, we work tirelessly to get you the right venue, at the right cost. Our proposals are simple to read and provide you with all the information you’ll require.
As professional conference organisers we consider all elements of the venue – location, logistics, in-house facilities etc. - so it best fits your brief and matches perfectly to your event.
To make sure we deliver every single time, we follow a process that is guaranteed to work for you:
1. Listen
We carefully listen to your brief to understand your vision, goals, and needs, shaping the experience for your attendees.
Listening is key to understanding your event objectives, which will shape everything your attendees will see, hear, learn, taste and feel.
Key Tasks: Identification of key objectives & messages | Kick-off call | Event requirements capture | Initial scope, timeline and budget parameters agreed | Success measures confirmed
2. Plan
We establish a framework and start building on the elements that underpin a successful delivery.
During this phase, we recommend suitable venues, define the approach, and map the journey from concept to delivery, setting clear timelines, budgets, and early risk considerations.
Key Tasks: Initial Venue Find | High-level project timeline and key milestones | Indicative budget and cost drivers outlined | Risks, dependencies and early recommendations flagged
3. Build
We work closely alongside you, as an extension of your team, building out your event in line with your vision.
We organise all aspects of the event for you as your central point of contact. Our meticulous planning and proactive nature ensures every detail is organised.
Key Tasks: Detailed project plan | Supplier sourcing | Venue & Supplier management | Registration setup and management | AV planning | Operations Documents | Budget tracking and approvals | Logistics planning | Venue liaison | H&S | Bill Handling | Contingency & Risk Assessment
4. Deliver
Our team is on-site to deliver the event flawlessly, giving you peace of mind knowing the event is running to plan.
We manage the logistics, suppliers, venue, and real-time challenges to create an engaging, memorable experience for all attendees.
Key Tasks: On-site delivery | Rehearsals / tech checks and speaker briefing | Real-time issue handling and contingency management | Attendee experience management (arrival, registration, comms)
5. Close
After the event, we reconcile your budget and conduct an internal debrief and provide all post-event reports.
We analyse key performance metrics, assess successes and areas for improvement to refine future events. This data can also be used to form the structure for future or repat events.
Key Tasks: Reconciliation and invoice validation | Final budget sign-off (forecast vs actual) | Post-event report and KPI tracking | Feedback capture | Internal debrief
6. Review
To round everything off we conduct a debrief with you and review the event.
During this meeting we identify areas of improvement for the event and create recommendations for referral back to in the future.
Key Tasks: Client debrief and review session | Identification of learning and improvements | Supplier performance review | Recommendations for future event optimisation
Conference Event Management
FAQs
