1 - Planning
We will work together with the scientific, technical & organizing committee by providing advice and planning assistance during the preparation of your congress.
We will be assisting the committee's planning from the outset through to the final planning stage, arranging the details of:
* Preliminary outline plan.
* Congress venue
* Budgeting
* Sponsorship
* Accommodation
* Social, Support & Ad hoc programs
* Frequent progress reports
* Technical support
* Scheduling & work flow
* Infrastructure & logistics
* Pre & post tours
* In congress and day tours
2 - Organizing the Congress
* Creating a congress structure
* Inviting keynote speakers
* Registering speakers
* Preparing the congress schedule
* Handling of abstracts or papers
* Corresponding with speakers, exhibitors and delegates
* Organizing poster sessions
* Providing a regular oral and written progress to the planning committee
* Consulting with the planning committee on all important issue
* Mailing service
3 - Information & Publicity
*Formulating a mailing list
*Preparing press & media release
*Preparing Press Kit
*Organizing press conference & briefing such as sponsorship press conference
We will prepare:
-Reply card
-1st announcement
-2nd announcement
-Preliminary congress program
-Registration form
-Abstract form
-Guideline for speakers & chairman
-Final congress program
-Souvenirs book
-Miscellaneous printed matters such as posters, nametags and vouchers, banners, folders and materials, invitation cards.
-List of participants & exhibitors
We will enhance the organizing committee's effort in advertising by promoting it:
-At selected local and international conference and exhibition
-In selected magazines, newspaper, etc.
4 - Registration
We prepare tailor-made registration form for the congress, containing hotel accommodation and social function, pre & post tours and support program. Our registration processing system will process participants' registration which will include all relevant data like demographic information, payment details, individual delegate's itineraries and statements
We also print statistical reports on delegates data in various form:
-Registration status by alphabetical order, country or by organization
-Arrival list of delegates
-Number of delegates attending various functions, evening events, social programs and tours.
-Number of posters and oral papers.
Collection of all fees by cash, credit card and bank draft.
All correspondence relating to registration
Computerized compilation of final list of participant
Printing of color coded name tags.
Set up a congress registration counter to handle on-site registration, pre-registration confirmation, pickup of conference material, etc.
5 - Accounting and Settlement Account
Preparing a detailed cost and budgeting plan
Frequent update statement of income by alphabetical order, status, country, organization, etc.
Statement of expenditure and cost
Overall settlement in final account and report
6 - Daily Management of the Congress *Providing a detailed master plan to assist the committee to organize and monitor the event.
*Provision of:
-Technical equipment (audio visual aids)
-Signs and banners
-On site staffing:
---counter staff
---security staff
---congress team
*Preparing conference kit
(Packing of conference bags with congress program abstract and souvenir books, etc.)
*Coordinating all different aspects of the event and coordinating with supplier of services and congress venue.
*A congress registration counter
*A secretariat room that will be the point of reference and center for all program coordination at the congress venue.
*Caring for speakers, chairmen, exhibitions and poster author
*Supervising the daily activities and have a daily discussion with the planning committee.
*Preparing attendance certificates
*Handling scientific displays.
7 - Tours and Travel Arrangement
Hotel accommodation
Provide check-in and check-out dates to hotels
Air, land and sea transfer
Liaise with customs and immigration when the need arise
Provide in congress tour-especially tailor-made according to the theme or subject matter of the conference
Day tours
Accompanying person tours
Pre and Post conference tours
Information and travel desk:
-General information on the host city
-Travel information
-Transfer services
-Tours
