Congress Organisation


  • Preparing and presenting a bid
  • Set an action plan and timeline; define responsibilities and milestones
  • Advise and coordinate logistics for the entire life-cycle of your congress  under consideration of the congress goals
  • Venue finding
  • Negotiate with, assign and supervise required suppliers in accordance with the organizers


  • Compile and continuously update a detailed congress budget
  • Support with the analysis of tax issues
  • Offering a financial reporting system
  • Pre-financing, risk-sharing
  • Open a separate congress bank account to ensure transparency of all transactions
  • Monitoring incomes and expenses
  • Draw up a final balance


  • Set up an online abstract submission platform in accordance with the organizer's guidelines (structure andformat of abstracts and full papers, key words, topics, etc…)
  • Issue call for abstracts and papers including submission guidelines
  • Confirm receipt of abstracts and papers
  • Distribute submissions to the reviewers
  • Provide an online platform for review of submissions
  • Compile lists according to different criteria to serve as support regarding acceptance of submissions
  • Allocate submissions based on the decisions of the scientific committee
  • Notify submitters of acceptance or rejection of submissions and provide information on lecture length, poster format, etc…
  • Compose and distribute written invitations to invited speakers and chairs and take note of responses
  • Manage billing of travel expenses and remunerations for invited speakers
  • Format all abstracts and transfer them into a pre-defined layout for print or electronic publication


  • Compile sponsorship packages or single sponsoring items (symposia, ads, leaflets, etc…) in cooperation with the organizers
  • Manage acquisition of sponsors, contract with sponsors and exhibitors
  • Set-up an exhibitors' manual with all details regarding the technical and organizational procedures on site (delivery, transport, rental furniture, setup and dismantling, catering in the booth, etc.)
  • Compile an exhibition plan; allocate booths in cooperation with the organizer; produce floor plans including catering areas, scientific poster area, etc.
  • Coordinate and implement sponsor and exhibitor appearance in conference materials, website etc…


  • On site management and delegate registration
  • Dedicated on-site technical team to ensure smooth running of the event
  • Technical equipments, catering, interpreting services and other relevant services on site
  • Professional congress staff
  • Set up the scientific poster area
  • Set up the commercial exhibition area


  • Customize an online registration platform, which is linked to the congress website
  • Collect registration fees on a separate bank account dedicated to the conference via bank transfer or credit card using a safe connection; send payment reminders
  • Handle ongoing correspondence with delegates regarding registration, accommodation and social events
  • Provide online hotel booking links/forms offering special conference rates
  • Visa Handling: send invitation letters in coordination with the organizer
  • Design and produce congress materials for delegates including printed and electronic materials as well as conference bags and delegate badges
  • Set up and staff a registration counter on site for handling new registrations and handing out congress materials


  • dedicated congress websites, intuitive online registration and abstract submission
  • visual planning: animations, logos, newsletters etc…
  • e-posters
  • voting systems
  • virtual events
  • social media solutions
  • tailored mobile apps