Follow The Sun: Meeting & Events / Conference Management

Follow The Sun to every destination…

where every event shines

Welcome to Follow The Sun (FTS), where our passion for travel and events drives us to deliver extraordinary experiences.

With over 30 years of industry experience, we design and execute personalised conferences and events. Our mission is to deliver seamless and unforgettable events that shine with professionalism and meticulous attention to detail.

Conferences
to galvanise your vision and meet your business objectives.

Incentives
to motivate, inspire and reward your star performers.

Events
to bring people together and forge spectacular connections.

Our offering

CONFERENCE ORGANISER AND EVENT MANAGER

We are a full-service event management company with over 30 years’ experience in successfully delivering programs in Australia and around the world.

We have a vibrant ‘can-do’ attitude and are passionate about creating experiences that will take our clients’ business to new heights. We are committed to exceeding expectations and understand the value of working in collaboration with you and your management team. We always go the extra mile to ensure our client’s vision is realised.

We don’t engage in broad advertising or external marketing; instead, our clients come to us through personal referrals and repeat business. This approach allows us to focus on working with clients we genuinely enjoy collaborating with, ensuring every event gets our undivided attention fostering a successful collaboration.

When you choose FTS, you’ll experience a premium level of service and attention to detail that sets us apart in the industry.

our services

At FTS, we specialise in crafting extraordinary events and incentives that captivate, inspire, and leave a lasting impression. With a keen eye for detail and extensive industry experience, we transform visions into reality, ensuring every event is meticulously planned and flawlessly executed.

Our services include:

Event strategy development in line with client objectives
Destination & event sourcing
Event concept, design & planning
End-to-end event logistics
Social program, functions & team building activities
Conferencing and audio-visual requirements
Sourcing and negotiating keynote speakers
Gala and group dinners
Event production and thematic design
Merchandise, gifts & promotional materials
Creative planning & graphic design
Branding & communication strategies
Onsite event management

Delegate registration & communication
Individual travel arrangements ensuring unique requirements are met
Pre and post extension planning
Dedicated email & phone support
Invoicing and payment processing
Personalised travel itineraries

Sponsor & Exhibitor registration portal & management
Package purchase & payment processing
Live sponsor income reporting
Onsite logistics for trade shows or exhibitions

Flight & transfer coordination
Venue selection, contracting & management
Accommodation booking & room list management

Detailed event budget
Critical Time Path listing key dates
Negotiating and sourcing exceptional rates
Regular client meetings
Live event data reporting
Regular event spend reporting

Advanced registration management systems
Creation of dedicated event website
Digital event delivery & virtual experiences
Custom interactive event app with social media integration and gamification
Secure online payment processing
Travel integration and coordination
Secure & compliant system
- GDPR compliant
- ASD Essential 8 Level 3 compliant
- PCI-DSS Level 1 v3.2.1 compliant
- SOC-2 Type II Compliant

Our story

GALA DINNERS, WORKSHOPS AND SEMINARS

Our adventure in the events industry kicked off in 2007, fueled by our passion for creating unforgettable experiences. With a talented team of 15-20 event managers and coordinators, we successfully orchestrated around 50 medium to large-scale conferences each year, both at home and around the globe.

Now, we’re back and more excited than ever! Under the new name of FTS, we’re diving back into the vibrant world of high-profile corporate events. Reconnecting with our extensive network of top-tier hotel and conference suppliers, we’re ready to infuse your events with our deep expertise and fresh ideas to deliver your best event yet!

Our Team

At FTS, we believe that the real essence of managing conferences and events comes from our people. As a boutique firm, we take pride in offering a highly personalised and attentive service. Unlike larger, automated event companies, we are dedicated to a close-knit, hands-on approach.

We’re thrilled to be led by a team of seasoned event managers with a strong track record of collaboration. Our leadership team, led by Rachel, Belinda, and Sofie, boasts a combined experience of over 50 years and has successfully worked together on numerous events.

With over 30 years of extensive experience in the industry, Rachel McCarthy has built a rich and diverse background in airline ticketing, hotel business development, and the management of medium to large-scale global conferences. This depth of expertise equips her with a unique blend of knowledge and hands-on experience, enabling her to expertly manage and execute a wide range of corporate conferences events and incentives.

Rachel brings unparalleled expertise and ensures FTS clients receive exceptional value, translating to a strong Return on Investment allowing her to negotiate exceptional rates that enhance the overall client experience. Her extensive experience and deep relationships with hotels and conference suppliers elevate every event we orchestrate.

Rachel has personally managed and led conferences for global brands such as The Coffee Club, Boost Juice, Netwealth, Futuro, Affinia, TAL, Cotton Australia and Coca-Cola Amatil.

Sofie Van Overmeir, who oversees the operational aspects of the FTS team, has 16 years of experience in conferences, events, marketing and communications. She has expertly managed events ranging from 50 to 1,000 delegates across Australia, Asia, Europe, and the Pacific. Sofie’s attentive and compassionate approach ensures that every conference is executed smoothly, meeting and exceeding client expectations.

Belinda Vian leads our Finance and Administration department, bringing years of experience working alongside Rachel and Sofie. Her meticulous attention to detail ensures that conference budgets are managed efficiently from the initial quote to final reconciliation. Over the past 15 years, Belinda has expertly handled the financial aspects of numerous conferences, delivering pragmatic and highly valued outcomes for our clients.

Demi provides hands-on support during events by managing logistics, overseeing setup and breakdown, coordinating with vendors, and ensuring a seamless experience for guests and attendees.

testimonial

I have worked as a CEO in the franchising industry for close to three decades, and one of the most important things a franchisor can do is bring the entire business together to create a genuine bond and connection. It is critically essential to align everyone on the organisation’s direction, making them feel they are in good hands, that they belong to something meaningful, with a clear purpose, and that they take a genuine interest in you as an individual.

For me, the most powerful way I have done this is through a well-executed, world-class conference. When organising a conference that brings together your support staff, company store teams, franchisee partners, international Master Franchisees, suppliers, founders, and investors, sometimes with 500 attendees, it is complicated. You want every single person to feel valued, so you need to take care of them, including their dietary requirements, travel arrangements, and other factors that matter to each person. You also have to coordinate entertainment, meals, and keynote speakers, and so on. There are countless moving parts. To pull off a world-class event incorporating all of this, you need the very best in the business.

I have worked with Rachel and her team on 10 conferences, and I honestly wouldn’t want to work with anyone else. Rachel and her team embed themselves into your business, understanding the culture of the business, the nuances, themes, and messages, and help you build on that to create something special. They don’t just follow instructions; they challenge your thinking and offer new ideas, all in the best interest of your business and event.

What sets Rachel and her team apart is their ability to anticipate things you may not have even considered. Their attention to detail is remarkable, and I always know I’m in the best hands with them. Of course, managing the budget is critical, and this is something they are exceptional at. They are highly accountable, keeping you informed at every stage and ensuring your dollar stretches as far as it can.