Tendering operation and presentation
- Preparing and assembling the tender documentation
- Providing information materials
- Presentation of the tender on the Board Meeting
Venue selection and reservation
- Selection of the most suitable venue and halls taking demand and budget into consideration
- Plenary and section halls
- Trade exhibition, workshop, symposia, poster session halls
- Registration, cloakroom, and other areas
- Equipment and furniture requirements
- Stages, auditorium
- Air-conditioning, parking
- Planning of the requested conference technology
- Planning of catering
Design, printing services, mailing
- Logo and image design of the event
- Design, edit and print of the conference publications: announcements, leaflets, final programme, abstract book, tickets, invitation cards
- Set-up and design event website
- Designing: CD-ROM and website
- Decoration of the venue, stage and conference room design
- Compiling and managing mailing lists
Abstract handling
- On-line abstract handling
- Preparing a database
- On-line access of committee members to the abstracts
- On-line evaluation of the abstracts
- Creating lists, different filtering options (confirmation, abstract booklet, etc.)
- Confirmation of authors, invitation of chairs
- Set-up and compilation of the final scientific programme
- Editing and printing of the abstract booklet
Registration: individuals and groups
- Registration: on-line or paper based
- Conference/event registration
- Accommodation requests
- Catering (vegetarian, kosher, etc.)
- Social and optional tours
- Pre- and post-congress tours
- Processing and confirmation of applications
- Correspondence and continuous contacts with the participants
- Computerised registration of participants lists and statistics
- Full process of payment and invoicing
Accommodation
- Reservation of accommodation in wide range of hotel categories
- On-line reservation, on-line payment through conference/meeting website
- Group reservations
- Handling of special queries and individual problems
- Correspondence and continuous contacts with the participants
- Providing rooming lists
- Full processing of payment and invoicing
Social events
- Venue selection
- Set-up and decoration of the venue
- Catering management
- Multi media and technical equipments
- Management of cultural, musical, entertainment programmes and highlights
- Preparing the script
- Contracting hostesses, masters of ceremony
- Transfer arrangements
Optional tours
- “Tailor-made” cultural, musical, sport, etc. programmes, sightseeing tours, historical tours taking in consideration age, interest, culture and other aspects
- Engaging guides
- Transfer arrangements
- Catering
- Booking and co-ordination of tour accommodation
- Providing professional tour guides
Exhibition and sponsorships
- Acquisition of exhibitors and sponsors
- Full coordination of advertising activities and marketing of the conference
- Production and distribution of Exhibition and Sponsorship Manuals, leaflets, brochures and floor plans
- Handling and co-ordinating the bookings
- Providing services related to the Exhibition – technical and furniture service, lodging, transport, customs etc.
- Considering individual claims
- Organising logistics
- Invoicing, managment of accounts
On-site services
- Registration and distribution of congress materials
- Personal assistance to VIP persons and authors
- Coordination of interpreters
- Supervising of transfers to and from the airport or other places
- Providing security service for participants and exhibitors
- Setting-up signs and posters for information
- Meeting rooms and event halls management
- Coordination of multi media, technical and simultaneous translation services
- Supervision of subcontractors
- Catering management
Financial managment
- Set-up and supervision of the budget
- Pre-financing
- Management of different event accounts
- Invoicing and collecting registration, accommodation and sponsorship, etc. fees
- Handling and management of tenders
- Collection of tender fees
- Preparation and evaluation of detailed final accounts based on given standpoints and statistics
