Event organisers are confronted by an almost never-ending list of decisions when it comes to logistics and people wrangling. There is a constant juggle between timings, costs, client wish-lists and delegate experience. Often each decision impacts other decisions so there can be a complicated, cascading effect that can chew up valuable time and create additional pressure to get everything perfect for a conference or event. When choosing a venue, naming the dates and locking in talent are just the tip of the iceberg. Location, accommodation options, service, event flow and standard of delivery are some critical factors in any event organisers decision-making process.
Over the years, the team at SMC has fine-tuned their bookings and event delivery practice to simplify the process so that organisers can breathe easy knowing their events are in the best hands.
Here are six essential factors that simplify things for event organisers:
As one of only a handful of purpose-built event and conference centres in Sydney, organisers have always loved SMC’s ideal CBD location. Situated at 66 Goulburn St at the corner of Castlereagh St, this unique architectural landmark sits proud amongst cafes, restaurants and the vibrant city retail precinct.
Public transport access is easy with Museum Station within a 3-minute stroll (300m) and Central Station just a 10-minute walk (700m) away. Both Goulburn and Castlereagh Streets are arterials on major bus routes. Affordable, secure parking is also available opposite the centre for those arriving by car.
Located within a stone’s throw of a range of quality affiliated hotels makes SMC attractive to organisers hosting delegates for multi-day events.
While it sometimes seems convenient to book multi-day conferences at hotel venues so accommodation and events are tied together at one site, the disadvantage is that delegates have no choice but to pay top dollar for five-star accommodation.
By contrast, SMC’s extensive hotel affiliations give organisations, associations and delegates a choice of accommodation ranging from three star to five star options, all within walking distance. SMC has strategic partnerships with nearby hotels including Rydges World Square, Vibe Hotel Sydney, Ibis World Square, Travelodge Sydney and the Adina Apartment Hotel Sydney Central, which translate to special group booking rates that organisers can pass on to delegates.
Click here to find out more about SMC’s hotel partners.
SMC has a long history of service excellence and many of the key staff have enjoyed long service careers with the centre that translates into expert knowledge and delivery. Having a single point of contact is one of the defining factors that gives event organisers great confidence through the booking process.
SMC’s Director of Sales, Scott Cooper outlines the step by step process, “When a new enquiry is received, a member of the sales team specialised in quoting and event planning manages their event from that initial proposal, through the updates and changes, site inspections, negotiations and paperwork to secure dates and confirm the event. That same team member works with the client to put together all the final details including room set ups, catering requirements and timings. Once all the details are updated in the client’s specific Event Details booking sheet, and it is signed off by the client, it can be shared with the operations and catering teams. The only other person that is introduced prior to the event is the Audio-Visual Service Manager who handles their AV requirements from quote stage and through to the execution of the event”.
In this way, SMC’s clients enjoy a hand-in-hand rapport that cultivates trust between the organisations and the venue. For event organisers, it is comforting to have one person across all aspects of an event booking so nothing can fall between the cracks.
As the big day gets closer, it’s not surprising that event organisers’ nerves can be jangled regardless of whether it’s a first-time event or the thirtieth in a series.
To allay any butterflies, SMC recommends and runs a ‘pre-conference meeting’ for event organisers, their client/s and staff with all relevant members of SMC, including their sales expert, head chef, operations manager, AV manager. Together they have a chance to put faces to names and run through the event from A to Z to iron out any bugs and cover any special requirements.
“Thank you for going above and beyond to ensure the success of our event. The staff were so helpful and went out of their way to provide everything we needed. We will definitely be using this venue again in the future.”
– Community of Practice, November 2018
On the day of the event, the operations manager oversees the day and evening operations teams to ensure the event is executed perfectly as per the final Event Details booking sheet. They are also on hand to orchestrate any last-minute requests and changes.
SMC also always seeks to optimise their delegates’ experience, especially those who might be visiting the centre for the first time. Across the soon to be re-opened SMC, Samsung Magic Info is integrated with the Enterprise Events Management software to populate digital wayfinding signage and digital room monitors.
Once attendees arrive at the main entrance, the digital wayfinding signage lets them know they are in the right building and where to find spaces allocated for their conference or event. This signage is invaluable for event organises with events spanning multiple rooms and levels in the centre so that delegates can quickly and easily find their way to the next sessions without losing time. Samsung Magic Info also updates and pre-populates all digital signage throughout the day according to the organisers’ programs.
Once SMC re-opens, event organisers and clients will have access to a Digital Concierge in each room. These touch panels provide organisers with a one-touch connection to their function manager as well as to catering and AV services, as well as allowing organisers to easily modulate lighting states. The panels are monitored by SMC’s operations team who can respond immediately to any requests.
Attendees expect a lot out of their event experience these days. For event organisers, there is always a lot to consider when choosing the right venue for any event and conference. Simplifying booking processes and continually providing exceptional service from initial enquiry to event delivery all contribute to making SMC the first choice for events, meetings and conferences in Sydney’s CBD.
Be the First to see the newly renovated SMC
It’s a great time to start planning your next event before SMC re-opens, and take advantage of 2018 prices for all new events confirmed before June 2019. Talk to SMC’s venue managers and book now for a ‘first look’ in May 2019. Places are filling fast for morning, lunch and evening ‘famils’ that will include a tour of the newly renovated spaces, a presentation of new services and facilities as well as a taste of the world-class catering.