SERVICES

CONCEPTION, PLANNING AND ORGANISATION

• General consulting services und management of the entire project
• Creation of schedules and to do lists, protocol and reporting system
• Attendance and documentation of joint planning meetings / site inspections
• Selection of suitable halls/rooms, creation of requirement profile for venue and equipment providers
• conclusion of contract with congress venue in agreement with the congress president
• Design of overall image (image design, stage design, programme schedule, etc.)
• Planning and coordination of all equipment requirements, logistics and congress catering
• Planning of signage/visitor guidance

DIGITAL SOLUTIONS

• Design of innovative event formats and lecture systems / We design innovative event formats and lecture systems for your event
• Organisation of face-to-face events combined with digital elements, also as hybrid congresses or with blended learning formats
• Speakers live and/or digital with interactive methods
• Mobile studios with speakers connected by video, video conferences in larger formats and live streaming of congresses
• On-demand congresses, also for secondary use on your channels

FINANCIAL MANAGEMENT

• Preparation of budget calculation for the entire event
• Solicitation of offers and monitoring of performance of all external providers
• Creation of an event account and economical implementation of the event
• Conclusion of the necessary event insurances
• On-going budget monitoring and timely provisioning (status quo)
• Final auditable account statement with all records/receipts / results report

SPEAKER MANAGEMENT

• Support for the invitation of all speakers and chairs in agreement with the congress president
• Handling of the entire correspondence/contracts with the speakers
• Hotel bookings for speakers, chairs and organisation staff, organisation of transfers
• Settlement of fees and travel costs

BADVERTISING AND PROMOTION // GRAPHICS, PRINT MATERIALS, INTERNET

• Promotion/publication of the event via various marketing channels
  (congress calendar /
  specialist journals/ online specialist forums / med. societies)
• Coordination of press relations together with the press office/agency of the med. society
• Advice and assistance with the creation of all necessary print materials
  (announcement, preliminary programme, main programme, entry tickets, etc.)
• Coordination of print materials (contents, proofreading, commissioning of print jobs and
  dispatch activities) with graphic designer and printers
• Design and coordination of the production of banners, roll-ups, flags and on-site signage
• Application for certification of the congress with the relevant regional medical council and forwarding of attendee data after the event
• Creation of congress homepage (definition and creation of contents and layouts, briefing of web designers, function test)
• Grafik und Pflege (Content) der Kongresshomepage
• Drafting and dispatch of newsletters by email / handling of online inquiries

ATTENDEE REGISTRATION AND HOTEL RESERVATION

• E-registration inc. creation and dispatch of confirmation/invoice letters
• Creation of online registration form
• Telephone hotline: General communication with attendees
• Collection of attendance fees
• Creation of list of attendees and attendee statistics
• Creation of name tags, entry tickets for social events and confirmation letters
• Reservation and management of hotel allotments / Negotiation of special rates

ABSTRACT MANAGEMENT

• Online abstract management system via a service provider
• Coordination and processing of abstracts to be forwarded to scientific committee
• Correspondence with scientific committee and evaluators
• Correspondence with abstract submitters (invitation/cancellation)
• Coordination of posters and free presentations
• Planning of poster session

EXHIBITION

• Solicitation of exhibitors, creation of address database, and dispatch in cooperation with the customer
• Handling of registrations and confirmation
• Account settlement with exhibitors
• Creation of exhibition layout using CAD and exhibitor manual
• Technical handling of the exhibition

SPONSORING

• Design of sponsoring concepts
• Solicitation of potential sponsors in agreement with the customer
• Conclusion of contracts with sponsors
• Handling of industrial symposiums and confirmation / coordination of space and technical requirements
• Account settlement with sponsors

ON-SITE SERVICES

Project management

• Supervision of overall logistics
• Coordination and monitoring of all service providers (equipment, catering, signage, visitor guidance, furniture, etc.)
• Personnel planning and briefing

Supervisor Conference Counter

• Installation and management of conference counter
• On-site registration inc. payment collection with special EDP software
• Distribution of conference documents and name tags
• Personnel planning and briefing
• Speaker and exhibitor desk, VIP support

Coordination of exhibition

• set-up and dismantling
• Supervision of overall logistics (layout planning/measurement, service providers for additional orders, stand construction)
• Exhibitor/sponsor support (exhibition design)
• Order management and payment collection for additional orders

SOCIAL- AND ACCOMPANYING PROGRAMME

• Concept design, overall coordination and logistics
• Solicitation of offers for venues, transfers, artist programme and decorations as well as catering
• Agreements with service providers and on-site performance monitoring
• Organisation of accompanying programme (on demand)