Successfully organizing a congress or event means listening carefully to the client. Their vision forms the basis of a concept, which eventually results in the creation of a total experience. All this is done with due regard for the wishes and needs of the clients and/or participants. Engaging a Professional Congress Organiser is essential, so the client can focus entirely on the content.
We are happy to advise and help you in submitting a bid for your international congress and in putting together a bid book in collaboration with local partners. Needless to say, the subjects covered include possible venues, hotels, social events and obviously a draft budget.
We select and secure one or several locations, technical and audio-visual equipment, hotel accommodation and catering partners. Because of our extensive network, we will always find the proposal that is right for your congress or event. We prepare and monitor a project script with associated deadlines.
We act as the point of contact for (potential) participants and speakers. We facilitate the online registration process for the participants and speakers at your congress, together with all the associated correspondence.
Where necessary, we arrange their flights, transfers and accommodation. We also provide badges and other congress or branding materials.
We register and review abstracts online, using specially developed software. We coordinate the online review process. We are the point of contact for all abstract submitters and also inform them about the outcome of the review process. Using this software, we can put together the programme and create an abstracts book, app and/or programme book.
We provide advice on the best way to reach and inform your target groups. If desired, we can see to the design of a logo, advertisements and a congress website.
We provide advice on putting together sponsor packages. We handle the administrative aspects of sponsorship arrangements, such as the preparation of sponsorship contracts and invoices. We coordinate the sponsor exhibition.
We draw up and monitor the congress or event budget. We provide advice on the registration fee if applicable. We issue interim reports and a final financial report.
We are responsible for the on-site execution of the congress. We coordinate the registration desk and provide assistance to the speakers, sponsors and participants. We manage the crew. We check the arrangements with the location, technical support staff, caterers and other suppliers. Because of our expert preparations, our client and all the participants can relax and enjoy the congress or event.