Congress Management
- Consultancy services
- Objectives & strategies building
- Bidding implementation
- Promotional campaigns to bid for local, European or world congresses
- Consultancy services
- Conceptualization of the congress idea /big picture – umbrella concept
- Mapping of congress needs and proposals for host city and venue
- Outsourcing of services on a “Best Value For Money” basis
- Budget control: lowest prices, ensuring best achievable profit for the client
- Provision of networking opportunities for the participants in a friendly and professional ambience
- Pre-congress monthly progress reporting
- On-site inspection, feasibility study, venue selection according to the client’s needs
- Negotiating & contracting
- Signage, décor & staging
- Scientific program planning (scientific agenda building and timetables management)
- Speaker liaison
- Operation of Speaker ready rooms
- Abstract handling (electronically) – Online Abstract Submission system
- Poster handling, including e-posters
- Design and preparation of congress printed material
- Webcasting of scientific sessions
- Speaker liaison for permissions and consent
- Video & audio recording of sessions
- Post production (slide synchronization)
- Publication and hosting of webcasts
- Expert interviews
- Expert liaison
- On-site studio operation
- Post production
- Publication and hosting of interviews
- Video sessions
- Live surgeries
- E-posters
- Computerized pre and on-site registrations
- On-line registrations
- Credit-card security systems
- Preparation and distribution of delegate folder/ congress material
- Preparation and distribution of name badges
- Complete audio-visual equipment arrangements
- On-site technical services
- Venue signage
- Photo and/or video shooting
- Videoconferencing
- Simultaneous interpretation
- Business office services for delegates
- Preparation of floor-plans
- Recruitment of exhibiting companies/organizations
- Coordination of exhibitors
- Arrangement of exhibitions services (constructions, signage, stand furniture and equipment etc)
- Design of sponsorship strategy and packages
- Recruitment of sponsors
- Sponsorship contracting
- Implementation of sponsorship obligations
- Congress Marketing Campaign planning (target groups, promotional strategy and campaigns)
- Implementation of promotional campaigns
- Evaluation of promotional activities
- Public Affairs/Liaison with governmental and other authorities for the purposes of congress communication, auspices etc
- International relations with societies, associations, foundations etc
- Mailing list/ database management and development
- Direct mail activities
- PR activities with all stakeholders (speakers, sponsors, exhibitors, participants) such as “thank you” letters
- Internet communications
- Web site design, management and maintenance
- e-newsletters
- Congress branding
- Design and production of all communication material
- Translation of congress documentation
- Media Relations management
- Press Office
- Media Sponsoring
- Press Accreditation
- Congress Secretariat (Registrations, distribution of congress material etc)
- Speakers’ helpdesk
- Hosts/hostesses in meeting rooms
- Seating arrangements
- Airport and Hotel hospitality desks
- Ticketing Services
- Ground services/ airport transfers, local transfers, shuttle services
- Hotel inspections
- Bookings
- Hospitality Desks
- Online Accommodation, Transportation & Tour Booking Form
- VIP handling as per protocol
- Food and Beverage
- Décor and staging
- Organization of tours and excursions
- Planning and implementation of tailor-made cultural events
- Drafting of income and expenditure budget
- Finance Consultancy: pre-financing, sponsorship, exhibition, loans, registration fees
- Book-keeping
- Final settlement of congress accounts
- Transparency assurance, financial success guarantee
- Participant evaluation surveys
- Comprehensive congress reports
