Congress Management
We specialize in generating interaction among participants by using icebreaker activities that encourage them to connect with each other and with the theme of the event, which will result in a more dynamic congress.
We appoint a project manager who will be in charge of advising and planning -with the client, every logistic and communication aspect required in each stage of the event. It will be carried out efficiently and according to budget in order to ensure the return of your investment.
We adapt our services to meet the specific needs of every client, and provide a comprehensive or partial event management through the following services:
Planning and Advertising
- Identification of the requirements of the Organizing Committee and assignment of tasks and responsibilities.
- Venue selection advice as per the client´s demands.
- Websites design and update.
- Design and execution of a strategic communication plan to advertise the event in different websites, social networks, interviews and press releases.
- Printed materials design and production (invitations, programs, certificates, newsletters and bulletins).
- Mailings design and distribution via email, and participants follow-up.
Financial Management
- Budget planning in accordance with the plan of the event.
- Quotation requests to different suppliers according to Committee requirements.
- Processing of regular reports on financial statement (control of incomes and expenses).
- Submission of the closing balance report for the Organizing Committee at the end of the event
Sales and Sponsorship
- Identifying and attracting potential exhibitors and sponsors.
- Drafting and processing sponsorship requests.
- Exhibition areas design and exhibition booths sale.
- Organization of space allocation and continuous supervision during the event.
- Control of the assembly and dismantling of exhibition booths.
Delegate Management
- Reception and processing of applications, confirmations, invoices and registration fees via credit cards (on line registrations).
- Drafting of logistical notes for foreign participants.
- Management of accommodation bookings and confirmations.
- Management of flight tickets bookings and confirmations.
- Organization and management of social events and official ceremonies working together with local authorities and the Organizing Committee (opening and closing ceremony, welcome cocktail, gala dinner, guided tours).
- Badges processing and certificate issuance at the end of the event.
- Permanent contact with the participants in order to answer their queries.
- Drafting and updating participants database.
Scientific Program Management
- Assistance to the Committee on the reception, classification, and publication of abstracts and presentations.
- Notification to speakers of the submissions acceptance and of the formats they should use in their presentations.
- Scientific program coordination and planning.
- Management of accommodation bookings and confirmations for speakers.
- Management of flight tickets bookings and confirmations for speakers.
On-site Management
- Assembly of delegate area, registration desk and exhibition space.
- New registrations collection.
- Assembly and layout of venues and their audiovisual equipment.
- Coordination and continuous supervision of the contracted services (technicians, master of ceremonies, assistants, interpreters, translators, security).
- Distribution of badges and printed material (tags, diaries, presentations, customized notebooks).
- Supervision of protocol matters (flags, logos, banners, sitting).
- Supervision of the proper development of the program.
- Speakers, committee members and participants assistance.
- Certificates distribution to participants at the end of the event.
- Attendance control
Post-Event Management
- Pending certificates delivery.
- Drafting thank-you notes for speakers, sponsors and supporters.
- Statistical report processing for post-event evaluation.
Transportation and Tours Management
- Transportation and Tours Management
- Drafting logistical notes for foreign participants.
- Appointment of a project manager at the airport/port for welcoming VIP guests and coordinating transfers.
- Participants transfers coordination for to all the scheduled activities.
- Provision of varied tour packages and tourism activities before and after the congress which will not disrupt the event schedule.
Security
- Drafting the venue Risk Assessment Report to be presented before the Committee for approval.
- Implementing a badge-checking system with an ID code for participants in order control the access to the different venues of the event.
- Coordinating the support of the Ministry of Internal Affairs in the perimeter of the event venue.
- Medical coverage management.