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Conference Management

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• Selection of requirements
• Budget Preparation – Continuous cost and revenue monitoring
• Venue Selection
• Preparation of Action Plan – Methodology – Risk Assessment
• Accommodation: Securing the required number of rooms in various hotels
• Creation and Design of Conference Website
• Creation and Design of Online Registration / Accommodation forms and online payments
• Use of Online Conference and Event Management System
• Creation of Statistical reports for event monitoring
• Coordination of food and beverage requirements: Coffee breaks, lunch breaks, cocktail receptions, gala dinners
• Social Programme: Optional excursions and tours, themed nights, team building activities
• Sponsors Management: Research for potential sponsors, preparation of sponsorship packages, design of exhibition area, construction of stands, communication with potential sponsors and coordination of sponsors requirements
• Abstract Management: Online abstracts submission program
• Provision of Poster Stands for poster presentations
• Attending meetings with Organizing Committees: Reporting on status, presenting quotations and proposals, highlighting priorities and obtaining decisions
• Communication and correspondence with Guest Speakers including coordination of their travel, accommodation and transfers
• Assistance for acquiring Entry Visas
• Airline tickets: Online reservations – special agreements with airline companies – specialized reservations department
• Organization of Airport Transfers
• Organization of local Shuttle Service
• Coordination of Technical Support
• Audiovisual equipment, translation equipment, interpretation and videoconferencing
• Graphic Design (ie. conference booklet, posters, banners, certificates, badges, abstracts book etc.)
• Venue Branding
• Creation of Evaluation Forms
• Gifts for guest speakers and participants
• Bags / Folders / Notepads / Pens
• Conference Promotion: television, radio, newspapers, social media, interviews, articles and presentations in magazines and newspapers, press conferences and press releases, preparation of press kits

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Our experienced and skilled personnel, conversant in foreign languages, are present throughout the duration of the conference for coordinating all aspects of the event.

• ‘Meet & Assist’ at the airport
• Coordination of airport transfers
• Transport of conference material to the venue
• Multilingual staff present at the conference venue on a 24-hr basi
• On-site Registration & Information Desk
• Use of high quality technical equipment and suitably staffed conference rooms
• Communication with venue ensuring smooth running of the conference
• Coordination and supervision of all social activities
• Signage of the conference venue
• Printing of badges & certificates of attendance
• Dissemination of conference material: conference bags, badges, vouchers, handouts etc.
• Venue Branding / decoration
• Flags of countries

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• Delivery and settlement of all accounts
• Delivery of material and files to the Organizing Committee
• Preparation and delivery of Post Event Report
• Delivery of evaluation forms & results report
• Uploading photographs and presentations on website

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