Responsibility and Services of Upavon

Upavon’s services can generally be divided into 3 major areas, namely

  • Planning
  • Administration
  • Operation


Without efficient and methodical planning, no conference or event will run without problems being incurred. Conversely, if every aspect of a conference has been planned in meticulous detail, the operation on the day will run along well-laid rails.

Upavon will, on your behalf, hold planning meetings with all suppliers of the numerous ingredients that combine to comprise the finished product. Where applicable, a detailed exhibitor manual will be produced after consultation with the venue, stand builders and décor specialists, and we will be happy to present these details on your behalf at an exhibitors’ briefing.

We will liaise on your behalf with suppliers of audio-visual, staging, décor, lighting and security services to name only some, documenting each area to a point where a comprehensive set of Final Specifications is issued to the venue and all suppliers.


Prompt, friendly and efficient servicing of delegates, speakers and exhibitors plays a vital role in ensuring a successful event. Upavon will provide a professionally manned secretariat to provide exactly that. Delegate enquiries and registrations are processed within 24 hours. Continuous contact is maintained with exhibitors, and deadlines for payment of stand deposits and balances closely monitored. Speakers are provided with an efficient and friendly service to ensure their confidence that the right technical equipment will be provided, their travel arrangements facilitated and their knowledge of time and venue of their respective presentations known.

Where applicable, invoices are raised promptly on your behalf, and our conference management software enables us to provide you with numerous reports on items as diverse as delegate numbers, revenue by product code, special meal requirements, hotel and flight details.

Social Media management and website development is also offered as part of the Upavon Service.


This area of responsibility is of course the most visible to the delegate, exhibitor, client or speaker. Upavon will provide a professionally staffed registration and assistance desk and Conference/Event Director with responsibility for ensuring that all contracted services are provided without complication.

Every venue is more attentive to its performance when it is known that demanding and experienced Event managers are monitoring its standards, and Upavon is well known for its exacting pursuit of performance excellence.

Why Outsource?

  • No employment responsibilities borne by the outsourced partner
  • No office upkeep as the outsourced partner’s office facilities would be utilised
  • Permanent management level staff available for supervision of administration responsibilities
  • Continuous adherence to procedures and strategic decisions made by the principals of an organisation
  • The creation and dissemination of accurate records

The Upavon Offering

Upavon Management offers strong administrative and day to day management of associations, institutions and volunteer run organisations.


General Administration | Financial Administration | Project Management

The Role

The basic role of an outsourced partner is to implement the strategic decisions taken by the client regarding the administration and management of an organisation.

The outsourced partner should also:

  • Oversee all the operational activities of the organisation to enable growth in the core  areas.
  • Ensure that by maintaining a professional and efficient operation, the organisation increases revenues, allowing it to retain self-sufficient and profitable whilst adhering to all legal, labour and other corporate governance regulations.
  • Maintain professional working relationships with all stake-holders of the organisation.

Terms & Conditions