National Transport Commission Nationwide Roadshow

18 events in 2 Months

The Brief

The National Transport Commission (NTC) in partnership with the National Heavy Vehicle Regulator Project Office (NHVR) are working to establish a national heavy vehicle regulator. The new regulator will be responsible for regulating vehicles over 4.5 gross tonnes and will come into operation in 2013.

The purpose of these forums was to provide stakeholders with an overview of the drafts and provide an opportunity for consultation. 18 forums in total were held across the country from March to May.

Each forum was approximately 3 hours in length and between 50 - 150 attendees. It was important that these forums were managed efficiently and professionally, as they were one of the key avenues for stakeholders to get information about the Draft Law and the proposed National Heavy Vehicle Regulator.

The Concept, Design & Delivery

The client required a seamless and efficient event service, due to the very short lead time for this Forum series. An Event Manager was assigned and travelled to every event, working alongside the client to meet the objectives.

EMG were required to provide the following services for these Forum events:

• Develop a web presence for the event that provided an overview of the events objectives and also allowed delegates to register online or by downloading a PDF
• Manage all online and manual event registrations
• Create automated email 'Event Reminder' notices in advance of each event and post event 'Thank You for Participating' notices
• Provide a single point of contact for information and other requests in the lead up to forums
• Book venues, catering and all audio visual equipment required
• Supply, print and arrange name tags
• Coordinate Speaker Presentations on the day
• Manage Registrations on the day
• Provide an audio capture of the critical Q&A element and arrange for a full 'verbatim' transcription of each Q&A session
• Provide key progress updates to the NTC and participate in project management meetings
• Install a Toll Free dedicated event enquires/bookings phone

EMG sourced venues around the country to suit the needs of the demographic and allow for the anticipated number of attendees in each location. A toll free telephone number was set up, web based online registration and manual PDF forms were created and all 18 destinations were launched simultaneously to ensure an efficient registration process for everyone involved. By doing this it allowed EMG to track the interest per state, monitor numbers and capture any questions raised pre event for NTC to then address at the respective state events. Another key element was to capture the dialogue at each event and produce an event by event report. EMG audio recorded each session which was then converted to wav files, emailed to a transcription service to maintain our goal of a minimum 3 day turnaround of detailed reports of all questions raised and all responses given.