Congress Organisation
PLANNING & CONSULTING
- 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
BUDGET AND
FINANCIAL MANAGEMENT
- 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
SCIENTIFIC
PROGRAM MANAGEMENT
- 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
EXHIBITION AND
SPONSORSHIP MANAGEMENT
- 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
- 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
DELEGATE SERVICING
- 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
INNOVATIVE SOLUTIONS
- 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