DelegatePlanner is state-of-the-art, entirely web-based Event Management Software.
The online application provides three key features in one:

• Fully featured Event Website
  Not just your name and logo - a professional website at any available domain featuring agenda, speakers, travel and local information etc.


• Flexible Online Registration
  Bespoke registration form gathering all relevant details you require in an easy-to-use layout


• Comprehensive event administration and reporting tool for the event organiser
  Manage and allocate all aspects of travel, hotels, breakouts, leisure options in a secure back-end environment

It is primarily used for conferences, but due to its modular architecture it can be applied to other areas such as training, incentives, post-event sites etc. DelegatePlanner can be used by event agencies and corporate end users alike.

Delegateplanner has a very simple pricing policy starting from just £10 per delegate - less than most hotel breakfasts. This allows you to calculate costs yourself at pitch stage and to be sure of no surprise bills after the event. DelegatePlanner works on a 'Hire per Event' basis - no software purchase is required, you just pay for the modules you really need.

With DelegatePlanner you can work from anywhere on an internet-enabled work station: in the office, on a site inspection from the venue or from home. All users and organisers are always maintaining the same live data and changes made are visible instantly.

DelegatePlanner features a strong reportiong tool. All industry standard reports are part of your package - and they are branded and look professional! Reports can also be exported to PDF or Excel and are always 'real-time'.

Your suppliers can maintain their services online via a separate login. In their area they also run their own reports live, saving you and them admin time.

The Challenge:
A series of global annual sales, service and management conferences, partly overlapping. Multiple hotels per event. Global departure points. 700+ delegates

The Response:
The DelegatePlanner application handled all elements of delegate flight logistics, transfers, accommodation, conference breakout sessions and all miscellaneous items from local weather to speakers' bios.

The Comment:
'Fantastic, I am sitting in the hotel meeting room and can see exactly how many registrations have come in this morning and how fast my colleagues are processing them.'


The Challenge:
Post-event website to share all conference documents and tapes sessions with delegates and a selected number of other staff. Strictly password protected to a managed 'allowed list'. Extensive video streaming and download options with high data volumes. Document downloads (PDF, PPT)

The Response:
The DelegatePlanner application was configured to give the client a management interface where they could upload, group and name all documents and video files themselves. This process 'auto-created' the viewing structure for the delegates. Documents were in frequent use for up to 10 months after the event.

The Comment:
'Good job - the management interface gave our client full control over their data and they didn't have to come through us for every PDF. Great easy-to-use layout.'


The Challenge:
Global company conference held in Russia with 350+ delegates from worldwide departure points

The Response:
The DelegatePlanner application was adapted to deal with complex visa requirements depending on Russian regulations for a wide variety of countries of origin. Rooming lists were enhanced with more passport and visa data to speed up the check-in process on-site.

The Comment:
'We used to run and upload delegate lists and flight reports on a daily basis. With DelegatePlanner they are always up to the minute. It saves us a lot of time and hassle.'

Can I add the client logo to a DelegatePlanner website?
Yes and much more. We will 'skin' the website to be as close as possible to the Client's corporate design. All such modifications are quoted at project stage.

Can I choose my own domain name such as myconference.com?
Yes, any standard domain name which is technically and legally available in the UK can be used for your site.

Where will my event website be hosted?
We host the site on our high-speed high-availability servers. At the end of your project period, we take screenshots of your site as a reference before we take all data off our servers.

How much will I have to pay?
Depending on the number of delegates per event you will simply pay a 'per delegate' rate. Please refer to the 'Pricing' tab above for more information as well as payment terms.

Is my data safe?
DelegatePlanner works with SSL encryption for all data traffic and is based on the latest security standards of Microsoft's .NET environment. This platform and encryption technlogy is used for countless secure web applictions worldwide.

How much notice do you need before my site can go live?
For most projects we work with a two to three month lead time. Depending on the specifics of your requirements we can shorten this period. An example of a pre-launch time schedule can be found here.

Will my Client know that DelegatePlanner is behind my event website?
No, your website is fully branded as per your spec and is hosted on a domain name of your choice. The DelegatePlanner brand is not visible to your Clients.

What happens if more or fewer delegates participate than I thought?
No problem. Our delegate brackets for pricing are rather large and the database keeps an exact track of your registrations. If the numbers vary significantly from your expectation and you fall into a different pricing bracket we will simply adapt the price per delegate we charge.

Do I need any programming skills to use DelegatePlanner?
No. There are no programming skills required. It is like a car - you drive it but you don't have to build it.

I have two different events in parallel. Do I need two DelegatePlanner sites?
Yes, both the front-end website and the back-end database are project specific and therefore not interchangable.

DelegatePlanner has a very simple pricing structure.
We aim to make it easy for you to know up front how much your event website and management tool is going to cost you. All licences include the fully featured customised event website with bespoke online registration and full administration back end for the event organisers. There are three licenses available, all on a 'Hire per Event' basis Payment Terms: We charge 50% of the contract value at project start, 25% with public launch and 25% after the event. Payment terms are strictly 30 days from date of invoice. Planned/actual delegate numbers are reconciled with our balance invoice.

Prices are stated ex VAT in Pound Sterling (GBP), other currencies and public sector/charity pricing on application. UK VAT of currently 20% is applicable to UK customers and businesses based in the EEC without valid VAT/excise number. If you feel that none of the above pricing options meets your requirements, please give us a call to discuss.