There are various options available to organize a conference even at the present time. These can be different discovery centers, exhibition halls, museums or conference hotels. The main criteria include number of participants, format of the event and location.
In addition to all aspects regarding organizing the event, the list now also includes the safety of the participants and organizers, in order to protect everybody from the potential spread of the viruses. The opportunity to keep the required distance must be guaranteed from the moment of arrival to the conference hall itself and during the breaks. However, keeping the required distance does not have to be managed merely by strict signs and posters. Necessary measures can be implemented as part of the interior design that at the same time would support the content of the event, be playful and comfortable to follow for the participants. Regardless of the travel restrictions it is possible to include international speakers through video bridges. Thus, we can still offer diverse and engaging program for the participants.
As a professional conference organizer, we will save your valuable time. With our professional expertise we will make the conference management process smoother and more effective using our experiences, knowledge and supplier contacts. Through innovative solutions we will improve the options offered for gaining knowledge and positive experiences for the delegates, speakers, as well as for the organizers themselves.
Destination marketing
Destination research, writing bids in close collaboration with the client.
Concept solution/ image
Solution based on the conference topic, innovative solutions for involving the delegates and increasing the conference’s influence. Creating the images for the event and using it for all the event details.
Sponsorship, support
Creating sponsorship packages, communicating with sponsors, organizing the exhibition. Writing funding applications in collaboration with the client.
Financial management
Collecting participation and sponsorship fees, monitoring costs and profits, invoicing suppliers and partners, insurance, regular reports.
Marketing / Informing
Social media, website, conference app. Target group database, invitations, collecting feedback, sending out confirmations, reminders, RSVP service. Conference materials and handouts.
Event location / venue
Finding the most suitable event location and venue, managing logistics, rooms’ design, inventory, catering, interpretation and security services.
Accommodation
Reservations, negotiating cancellation terms, booking form.
Transportation
Transportation of delegates and speakers, VIP service, transportation plan.
Delegates / speakers
Registration form, sending confirmations and invoices, communication with the delegates, information number. Registering speakers, organizing their travel, accommodation and reception, coordinating technical requirements, reimbursement.
Abstract handling
Registration form, abstract registrations, sending confirmation letters, assisting abstract evaluation committee.
Social program
Organizing receptions and dinners, including finding the best venue, creating a cultural program, organizing catering and room design. Pre- and post-conference program, visits, excursions, accompanying person’s program.
Project management
Participating in the work of the organizing team, creating and updating the budget, creating and updating the action plan, coordinating all the services, logistic timetable, planning the scenario, reporting (finance, participants), meetings, writing meeting minutes, event documentation.
Conference secretariat
Conference secretariat before and during the event, volunteers, hosts.
Organizing during the conference
Welcome desk, registration and information desk, onsite secretariat, volunteers. Coordinating the set-up, communicating with suppliers, assisting the organizer.
