Delegate Management Sample Clauses

Delegate Management. Delegate Invitation

Delegate Management. 2.5.1 Manage registration and accreditation processes for all delegates and participants. 2.5.2 Ensure accreditation passes are colour coded according to participant designation. 2.5.3 Ensure swift issuance of accreditation passes, delegate bags and information packs. 2.5.4 Develop and manage a comprehensive database of participants such as speakers, participants, ▇▇▇▇▇ and Commonwealth staff, VIP’s and VVIP’s, sponsors, exhibitors, media, event team, ushers, volunteers, suppliers, drivers and security and protocol staff. 2.5.5 Identify and secure accommodation for self-paying participants at alternate hotels and manage travel bookings and reservations for speakers and high-level guests. 2.5.6 Prepare and disseminate Administrative Note with relevant details to all participants. 2.5.7 Collate visa information and advise participants, as needed. 2.5.8 Protocol and security arrangements for VIPs and VVIPs, including arrival and departure. 2.5.9 Facilitate welcome desks to receive delegates at the airport, hotels, and venue. 2.5.10 Coordinate airport transfers and transfers from hotels to the conference venue. 2.5.11 Ensure confidentiality of delegates’ data according to international data protection best practice

Delegate Management. 4.11.3.1 If requested by the Contracting Body(s) the Supplier shall provide delegate management service(s) incorporating registration, provision of information, reception and management during the event. The specific needs of disabled delegates shall be addressed within this provision in terms of access to the registration service and recording of any special requirements, including, but not limited to, access and dietary requirements. 4.11.3.2 If requested by the Contracting Body(s), the Supplier shall provide the Contracting Body(s) with a delegate registration service. 4.11.3.3 If requested by the Contracting Body(s), the Supplier shall provide the Contracting Body(s) with secure access to a list of all registered delegates at least 24 hours prior to the start of the event. 4.11.3.4 If requested by the Contracting Body(s), the Supplier shall provide any approved delegate packs to all registered delegates at least 24 hours prior to the start of an event (48 hours in the case of delegates travelling from outside the UK). The Supplier shall liaise with the Contracting Body(s) and where necessary with third parties to co-ordinate the pack. The delegate pack must be approved by the event organiser before being issued to delegates. 4.11.3.5 If requested by the Contracting Body(s), the Supplier shall provide the Contracting Body(s), where it has been indicated that an event will include attendees designated by the client as Travellers, with appropriate arrangements for executive attendees, which may include security arrangements. The exact arrangements shall be agreed between the Supplier, the event organiser and the Contracting Body(s).