Physical Conferences
- 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
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
- 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