OVERVIEW

Event Objectives

To bring together the Dymocks Franchise Network and Company Stores for their annual Conference providing them with the opportunity to hear from Guest Author and Speakers with upcoming book releases and the opportunity to network with each other throughout the Conference.

To provide publishers and suppliers of Dymocks books to connect with the Dymocks network and showcase their current offerings.

Event Specifications

• Bespoke Delegate & Sponsor Registration Portal – providing a personal touch in the registration process which is to be provided for all attendees, speakers and sponsors.
• Social Event Venues – Sourcing engaging and close to accommodation social event venues that provide the best atmosphere for networking and best set up for presentations by guest authors and speakers.
• External Suppliers – Obtaining the most suitable external suppliers for the Conference to deliver the Conference, trade show and social event venues.
• Onsite Logistics – Seamless logistics for attendees from registration to onsite transfers, accommodation and travel to social events.

Key Deliverables

• Event Budget – managed one main budget including clients’ direct charges and all supplier charges across the event.
• Critical Path – ensuring deadlines were met and cancellation penalties were avoided or reduced where applicable.
• Accommodation Management – Close collaboration with the hotel to allocate rooms according to guest preferences, ensuring compliance with attrition and cancellation policies to avoid unnecessary fees
• On-Site Event Management – entire event was staffed and operated by The Event Gap. The Event Gap staff were visible and available from the time the delegates & sponsors were onsite to leaving the venue.
• MC & Speaker Management – Successfully managed the MC and speaker coordination, ensuring seamless communication and collaboration to deliver a high-performance agenda, maintaining engagement and timing throughout the proceedings.
• Sponsor Management – Effectively managed sponsor relations and the Trade Show, ensuring seamless logistics for freight delivery, booth setup, and pack down, resulting in a smooth experience for all sponsors and attendees.

Program Highlights

The recent conference showcased several exciting and successful components, contributing to a memorable experience for attendees and participants alike.

Key Highlights

1. Welcome Reception

   The Welcome Reception was held at the newly opened Dymocks Adelaide store with a drinks and canapes served throughout the event, fostering networking among delegates to kick start off the Conference. The atmosphere was vibrant, and guests enjoyed the beautiful setting of the previously Regent Theatre which was reinvented into the new store.

2. Guest Authors and Speakers

   The conference featured an impressive lineup of esteemed authors and speakers, including Mem Fox, Markus Zusak, and Gina Chick. Each speaker experienced a seamless journey throughout the conference, from arrival to presentation, enhancing the overall experience for the speakers and the audience.

3. Successful Trade Show

   A key component of the conference was the Trade Show, which included 22 sponsors. The event facilitated smooth logistics for booth setup and dismantling, ensuring efficient handling of sponsor freight and store freight being sent back to each nominated store. This pre-event organisation allowed sponsors to engage effectively with attendees, maximising their visibility and impact with the attendees.

Challenges Overcome

On the morning of the conference, two key members of the venue’s conference operations team were unavailable, presenting an opportunity for swift adaptation. The Event Gap team informed the Duty Manager of the need for additional support, and promptly organised venue staff from various departments to ensure all essential preparations, including signage, lighting, and arrival tea and coffee service, were completed on time. This collaborative effort allowed the conference to begin seamlessly, with delegates experiencing a smooth and professional atmosphere.

Later that afternoon, The Event Gap met with venue management to discuss the day’s events and establish enhanced communication protocols to support the trade show component and other conference activities. The team proactively coordinated with on-site conference operations staff, enabling prompt support for each session. Following the event, The Event Gap negotiated financial adjustments with the venue on behalf of Dymocks, reflecting the positive and solution-focused collaboration throughout the conference.