1. Cooperation

From initial planning through to final accounting, the organisation of a major international conference requires the perfect interaction between the association secretariat, the scientific committee, the local organisers and the PCO.

We start our cooperation setting up a clear organisational structure and agenda to define responsibilities, tasks and deadlines. If you wish to apply to host a conference we are also happy to assist you in the bidding process.

2. Service Portfolio

Service Portfolio

We want to offer you the best service for the best price, in line with the specific requirements and budget of your conference. We will be happy to discuss the various options to combine our modular services tailor made to your needs.

Project & logistics management
·
professional consultancy and project management
· liaison with organising committees
· Invitation of tenders and negotiating with suppliers
· Operations manual
· on site management
· Surveys, evaluation
· Final report

Venue Management
· Venue selection and room concept
· Equipment and AV
· Catering
· Staff planning and coordination

Financial management
· Budget planning and monitoring
· Administration and controlling of invoices
· Liaising with tax consultants
· Preparing final accounts

Delegate registration
· Setting up a professional online registration portal
· Invoicing and administration of delegate fees
· Confirmation of registration and payments, collection of outstanding payments
· Correspondence with delegates
· name bades and delegate packs
· on site management of registrations
· statistics and accounting

Hotel accommodation
· blocking rooms in different categories
· negotiating rates
· selection of headquarter hotel

Abstract management
· Preparing the call for papers and submission guidelines
· setting up a professional online submission portal
· Setting up an online reviewing system
· Correspondence with authors and speakers
· Preparing scientific programme
· Preparation of abstract book

Speaker service
· speakers invitation management
· coordinating session details, lectures and AV requirements
· handling hotel reservations
· administration of travel expenses
· sending out personal invitations to dinners
· on site support

Social events
· Venue sourcing and proposals for get together receptions, speakers dinners, gala dinners & excursions
· Invitation of tenders and negotiations with venues, caterers, musicians, artists, decorators and AV companies
· Description of programme items and marketing to delegates
· Organising hostesses and shuttle services
· Handling delegate and speaker registrations
· Printing and sending invitations, vouchers, menus
· Controlling and administration of invoices
· Final accounts

Conference website
· Reserving conference domains
· hosting of the website
· Layout, programming and updating

Conference App and social media
· Native app for iOS or Android
· layout in congress design
· constant updates and data maintenance
· Strategy for social media campaign

Exhibition and sponsorship management
· Preparing brochure with detailed sponsorship opportunities
· Sponsor acquisition
· Contracting and invoicing
· Exhibition planning
· On site management