Biding
- Support in biding for congress organizatio through delivery of materials, information and documents
- Proposal writing with accent to the most important elements
- Differenciation of proposal through creative solutions
Registration
- Designing the registration form with all necessary instructions and fields (on-line and off-line)
- User-friendly and adaptable on-line registration software with inbuilt reporting
- Individual communication with users (participants, speakers, exhibitors, vip guests, accompanying persons)
- Regular reporting
- Tracking payments and due dates
- Educated, friendly and helpful staff on-site
- Preparing registration and info desk
- Providing necessary material and equipment for proconventa team (computers for invoicing, printers for printing bills, accounting software, pos device)
- Charging on-site registration fees
Logistics
- Conference logistical management
- Consultancy and advice on structure of the event
- Supplier sourcing, negotiation and contracting
- Event consultancy and business planning
- Timeline management
- Event evaluation and delegate surveying including accreditation administration
- Production and management of all meeting and exhibition materials
- End to end transportation management
- Inventory management and shipping services
- On-site management and staffing (coordinators, translators, drivers, hostesses, technicians…)
- Selection and management of all food and beverage
- Sending out invitations and managing RSVP lists
Scheduling
- Balancing sessions with site possibilities, from plenary to breakout rooms
- Taking into consideration speaker needs as well as supporting activities such as poster sessions or ideas markets
- Planning and management of breakout and general sessions
- Poster session design and management
- Session room coordination including staging and décor
- Speaker liaison and management
- Scientific programme support and coordination
DMC
- Accompanying persons programme planning and management
- Optional tour programme planning and management (pre and post tours) and excursions
- Restaurants booking for individual requests
Visuals
- Advising on the event’s visual identity
- Communicating with graphic and web designer, decorator and printing house
- Ordering and coordinating prepress, web design and e-marketing solutions
- Ordering, coordinating and distributing printed and other promotional materials
- Ordering and coordinating decoration for all facilities and main stage
Exhibition
- Full support in designing the exhibition – from floormapping to booth design and set up
- Communicating with exhibitiors to fullfill all their needs and wishes
- Exhibition space sales
Formals
- Consulting on visa regulations and assisting in obtaining visas for foreign visitors
- Cooperating with various protocols requested by participating parties and abbiding by their proceedures
- Arranging work permits for foreign speakers or entertainers
Biding
- Support in biding for congress organizatio through delivery of materials, information and documents
- Proposal writing with accent to the most important elements
- Differenciation of proposal through creative solutions
Registration
- Designing the registration form with all necessary instructions and fields (on-line and off-line)
- User-friendly and adaptable on-line registration software with inbuilt reporting
- Individual communication with users (participants, speakers, exhibitors, vip guests, accompanying persons)
- Regular reporting
- Tracking payments and due dates
- Educated, friendly and helpful staff on-site
- Preparing registration and info desk
- Providing necessary material and equipment for proconventa team (computers for invoicing, printers for printing bills, accounting software, pos device)
- Charging on-site registration fees
Logistics
- Conference logistical management
- Consultancy and advice on structure of the event
- Supplier sourcing, negotiation and contracting
- Event consultancy and business planning
- Timeline management
- Event evaluation and delegate surveying including accreditation administration
- Production and management of all meeting and exhibition materials
- End to end transportation management
- Inventory management and shipping services
- On-site management and staffing (coordinators, translators, drivers, hostesses, technicians…)
- Selection and management of all food and beverage
- Sending out invitations and managing RSVP lists
Scheduling
- Balancing sessions with site possibilities, from plenary to breakout rooms
- Taking into consideration speaker needs as well as supporting activities such as poster sessions or ideas markets
- Planning and management of breakout and general sessions
- Poster session design and management
- Session room coordination including staging and décor
- Speaker liaison and management
- Scientific programme support and coordination
DMC
- Accompanying persons programme planning and management
- Optional tour programme planning and management (pre and post tours) and excursions
- Restaurants booking for individual requests
Visuals
- Advising on the event’s visual identity
- Communicating with graphic and web designer, decorator and printing house
- Ordering and coordinating prepress, web design and e-marketing solutions
- Ordering, coordinating and distributing printed and other promotional materials
- Ordering and coordinating decoration for all facilities and main stage
Exhibition
- Full support in designing the exhibition – from floormapping to booth design and set up
- Communicating with exhibitiors to fullfill all their needs and wishes
- Exhibition space sales
Formals
- Consulting on visa regulations and assisting in obtaining visas for foreign visitors
- Cooperating with various protocols requested by participating parties and abbiding by their proceedures
- Arranging work permits for foreign speakers or entertainers