Physical Conferences

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Physical Conferences

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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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