Our On-site Management services ensure the smooth and efficient execution of your congress or exhibition. We provide dedicated on-site staff to manage every aspect of the event, from overseeing exhibitions, poster presentations, and registration, to coordinating speaker management and presentation collection.

We handle the planning and contracting of essential venue services, including security, cleaning, technical support, and food and beverage service points. We also liaise with local authorities to ensure seamless traffic flow, signage, and safety regulations are met throughout the congress venue and surrounding areas.

Our team takes full responsibility for safety, legal compliance, and environmental considerations, ensuring your event runs smoothly.

We provide daily progress meetings with the organizing committee and deliver a final report with a comprehensive service assessment and recommendations for future improvements.

Registration

Smooth & secure registration process

Efortless registration processes

Secure Access

Clear and quick

Detailed Reporting

Our registration department offers a comprehensive range of participant registration categories tailored to your needs. We manage the entire process from creating and testing the registration portal to providing a detailed program overview.

Our online registration services are secure, with unique log-in access for each delegate, ensuring easy management of bookings. We prioritize data protection and maintain an electronic database for future use.

On-site, we ensure a smooth and efficient registration experience, supported by clear communication and detailed reports covering participant data and financials.

Programme Management

From abstract handling to sharing new knowledge

Presentation and Exhibition set-up

Managing the onsite programme

Punctual Execution

Easy Abstract Handling

The Programme Management Department is in direct contact with clients, especially the Scientific and Medical Committees, to produce the conference programme that is inspiring and captures the audience’s attention.

Our programme team members oversee the coordination of many different activities, such as; abstract submission, peer review, inviting keynote speakers and chairs, creating and sending guidelines, preparing the programme books, and applying for accreditation.

Additionally, they are in charge of managing the on-site programme at the event venue, being the first point of contact for speakers, chairs, and assistants.

The essential factor for a successful programme composition is setting the timeline with deadlines for individual steps of the planning process and the recognition of clients’ preferences.

Budgeting & Financial Management

Ensuring that your congress is a financial success

Comprehensive Budget Oversight

Expert Financial Control

Secure Payment Solutions

Transparent Financial Management

Our Budgeting and Financial Management services ensures all financial aspects of your congress are expertly managed. We take full responsibility for creating and overseeing the budget, monitoring cash flow, and providing regular financial reports to keep you informed every step of the way.

We handle all financial management tasks, from invoicing and supplier payments to setting up dedicated bank accounts and offering secure online payment solutions. Our goal is to optimize your financial outcomes by managing exchange rates and ensuring transparency through full access to all financial documents.Finally, we provide a comprehensive final reconciliation and can arrange for an external audit, giving you complete confidence in the financial success of your event.

Marketing & Promotion

Boosting visibility & engagement

Strategic Event Marketing

Targeted Promotion Plans

Engaging Digital Campaigns

Tailored Event Branding

Our Marketing & Promotion services are designed to boost visibility and engagement for your congress. We begin with a comprehensive market analysis, identifying key opportunities and crafting a tailored marketing and promotion plan.

From printed materials like flyers and posters to digital tools such as websites, newsletters, and social media campaigns, we ensure your event reaches the right audience.

Our team promotes the congress at related events, negotiates local support, and organizes promotional activities to engage local sponsors and participants.

We manage all PR and media relations, utilizing CRM software to target potential delegates. Post-event, we provide a detailed market analysis report, offering insights for future growth.

Abstract Handling

From submission to presentation

Streamlined Abstract Management

Effortless Peer Review

Instant Scoring & Reports

Secure Author Access

Our Abstract Handling services streamline the entire process, from submission to review. We offer a robust online system for managing abstracts, complete with blind peer review capabilities and comprehensive program management.

Our system features automatic scoring calculations, including totals and averages, tailored to your needs. Integrated with our registration system, it ensures seamless data handling and reduces redundant entry. We provide dedicated technical support for both delegates submitting abstracts and the scientific program committee. Clients can access real-time reports and statistics online, while authors enjoy secure, personalized access to their submissions until the cut-off date.

Venue Selection & Accommodation

Finding the perfect space for your congress

Venue & Stay Solutions

Precision in Venue Selection

Tailored Accommodation Services

Professional Booking Management

We handle every detail of venue selection and accommodation with care and expertise. Our team conducts through research to find the best venue for your event and negotiates the best terms and prices on your behalf, ensuring financial viability. We offer recommendations tailored to your needs and verify the venue’s reputation and success with past events using industry connections.

For accommodation, we manage everything from reserving hotel rooms in various categories to securing the best rates and terms. We handle group bookings with customized contracts and payment schedules, and our online reservation tools make the process smooth. We keep a detailed database of all accommodations details and provide you with a comprehensive final report covering all aspects of your bookings.

Congress Materials and Print

From designing to promoting

Complete Congress Materials

Tailored Print Solutions

Customized Delegates Kits

Tech-Enhanced Congress Experience

We expertly manage the creation and production of all your congress materials. From designing and printing programs and announcements to handling the collection and distribution of abstracts, we ensure everything is prepared to the highest standard. We also oversee the production of congress bags and badges, tailored to meet your specific needs.

Our services include providing delegate profile data, local information such as brochures and maps, and congress-branded materials for both sale and free distribution. We offer technology solutions that allow participants to create personalized schedules, access proceedings and abstracts, and even capture and re-broadcast sessions like speeches and presentations. Every step, from content creation to design and production, is handled in-house for a seamless experience.

Social Tours & Transport

Creating unforgetable experiences

Tour management

Social Experiences

Tailored Social Events

Exceptional Social Programs

We craft exceptional social programs and transport arrangement to enhance your congress experience. Whether it’s pre- and post- congress tours, accompanying persons’ activities, or tailored social events, we design everything based on your objective, the destination, and participant profiles. Our team develops detailed program with descriptions, pricing, and terms, and promotes these events to participants.

We handle all reservations, payments, and confirmations for social functions and tours, managing every detail from entertainment and catering to transportation. This includes organizing and overseeing tours, providing public transport vouchers, and coordinating airport transfers and shuttle services. At the end, we provide a comprehensive report on participant engagement, activity totals, transportation use, and cancellations.

Corporate Social Responsibility

Leading with sustainability and responsibility

Green Congress Solutions

Sustainable Event Practices

Responsible Event management

Eco-Friendly & Inclusive

We are committed to embedding Corporate Social Responsibility (CSR) into every aspect of our congress management. Guided by our “reduce-reuse-recycle” policy, we strive to minimize our environmental impact. During registration, participants can choose to offset their carbon footprint or make a voluntary donation to charity.

We donate surplus congress materials, such as bags, pens, and food, and ensure that our events are accessible to people with disabilities. Our procurement practices prioritize labor and human rights, with a preference for Fair Trade products. We also showcase local culture and products through our venue and catering choices, and whenever possible, we select suppliers with active green policies.

In our office, we conserve energy by turning off equipment when not in use, using energy-efficient lighting, and managing waste through recycling. Additionally, we offer the option for voluntary contributions to help disadvantaged community members attend the congress seamlessly.

IT Solutions

In-House IT Solutions are our key feature

Websites are crafted in-house

AV is our passion

We can code anything

We have your back onsite

IT and AV Management in Congress Organization

Efficient IT and AV management ensures smooth operations, high-quality presentations, and an uninterrupted attendee experience.

IT Management

Registration & Data Management: A secure, GDPR-compliant platform handles attendee data, automates badge printing, tracks attendance, and manages abstracts with submission, review, and communication tools.
Multicurrency Payments: A flexible payment gateway supports multiple currencies, credit cards, bank transfers, and wallets, integrated with registration for real-time reporting.
Data Integration: Centralized systems synchronize attendee data and provide insights through dashboards and analytics.
Website Development: Custom-built websites provide event details, easy registration, program descriptions, and personalized pricing options. Designed for exceptional user experience, these sites enhance the event’s digital presence.
Presentation Management Systems: Our systems streamline multimedia presentations by managing content, speaker coordination, and ensuring smooth transitions. From slideshows to live streaming, we support every technical aspect to ensure flawless presentations.

AV Management

Equipment: High-quality projection, sound, lighting, and hybrid tools for in-person and virtual participation. Interactive tools like audience response systems enhance engagement.
Technical Support: On-site teams manage equipment, troubleshoot, and support speakers, with pre-event testing to ensure compatibility.
Digital Signage: Displays for schedules and navigation reduce printed materials and improve the attendee experience.

Key Considerations

Cybersecurity ensures data protection.
Scalability handles peak loads, ensuring optimal performance.
Digital Tools promote sustainability by minimizing paper usage and supporting virtual participation.

Effective IT and AV management enhances the attendee experience, ensuring smooth integration of technology into every aspect of your event.

Sponsorship & Exhibition

Market Research & Analysis

Securing Sponsorships and Partnerships

Exhibition Management

On-Site and Post-Event Support

Sponsorship and exhibition management are vital for the success of a medical congress. They combine financial support with networking opportunities for stakeholders.

Sponsorship Management

Sponsors are offered tailored packages to align with their goals, such as brand visibility or lead generation. These packages may include branding opportunities, speaking slots, or session sponsorships. Key elements include:

Sponsorship Prospectus: Outlining options and benefits.
Customization: Adapting packages to sponsor needs.
Relationship Building: Ensuring clear communication, delivering promised benefits, and providing ROI reports.

Exhibition Management

Exhibitions allow companies to showcase products and connect with attendees. Essential elements are:

Floor Plan Design: Optimizing traffic flow and visibility.
Booth Allocation: Based on sponsorship levels or booking order.
Exhibitor Manual: Providing logistical details and timelines.
Engagement Tools: Using demonstrations, gamification, or dedicated breaks to encourage interaction.