Our registration management ensures a smooth process from start to finish, offering tailored solutions to meet your event’s unique needs.

• Participant Registration: Offering a wide range of customizable categories designed to suit diverse delegate profiles and event requirements. 

• Online Platform: A secure portal with personalized log-in access, enabling participants to manage their registrations and bookings with ease. 

• Data Management: An electronic database ensures accurate record-keeping and easy future access. 

• On-Site Support: Organized and efficient registration desk operations, supported by well-trained staff for a powerful and positive first impression. 

• Detailed Reporting: In-depth reports on participant data and financials provided post-event. 

Key Considerations

• Data Security: GDPR-compliant systems which safeguard delegate information. 

• User-Friendly Experience: Clear communication ensures easy and straightforward management of registration processes. 

• Scalability: Our flexible systems accommodate events of varying sizes and complexities.

By offering a complete and flexible approach, our registration management guarantees a hassle-free experience for both organizers and participants, ensuring everything runs smoothly throughout the entire process. 

Programme Management is essential for delivering a well-structured and engaging conference experience, focusing on collaboration and precision throughout the planning process.

• Client Collaboration: Direct communication with clients, particularly Scientific and Medical Committees, to develop an engaging and impactful conference programme. 

• On-Site Management: Coordination of the on-site programme at the conference venue, serving as the main contact for speakers, chairs, and assistants. 

• Core Responsibilities: 

• • Abstract submission and peer review 

• • Inviting keynote speakers and chairs 

• • Preparing guidelines and programme books 

• • Applying for accreditation 

• A Success Factor: A well-defined timeline with deadlines for each planning stage, aligned with client preferences. 

Key Considerations

• Timely Coordination: Managing all aspects of the programme to ensure tasks are completed on time. 

• Flexibility: Ability to adapt and accommodate client needs and any last-minute adjustments. 

• Attention to Detail: Ensuring accuracy in all aspects of programme preparation and on-site management.

Programme Management ensures that all aspects of the conference programme run smoothly, providing a dynamic and impactful experience for attendees. 

We manage every financial aspect of your congress, ensuring transparency and smooth financial operations from start to finish.

• Budgeting: Creation and oversight of the budget 

• Financial Transactions: Handling invoicing and supplier payments 

• Payment Solutions: Setting up dedicated bank accounts and secure online payment options 

• Exchange Rates: Managing exchange rates effectively 

• Financial Access: Providing full access to all financial documents 

• Reconciliation: Final reconciliation and the option for an external audit

Key Considerations

• Transparency: Maintaining transparency with stakeholders and management 

• Cash Flow Management: Monitoring of cash flow and providing regular financial reports 

• Documentation: Ensuring full access to all financial documents for clarity and accountability 

With our careful and meticulous approach to budgeting and financial management, we give you the confidence and clarity needed for the financial success of your event. 

Strategic marketing and promotion amplify your congress’s reach and impact, connecting with the right audience to enhance visibility and engagement. 

Marketing Strategy 

• Market Research & Planning: We conduct thorough market analysis and create a tailored marketing and promotion plan to identify key opportunities and define strategic actions.
• Printed Materials: From flyers and posters to advertisements and announcements, our team produces engaging print media designed to capture attention and convey key messages. 
• Digital Marketing Tools: We develop websites, email campaigns, newsletters, and other electronic resources to drive interest and facilitate engagement with potential attendees. 
• Social Media: Part of our team develops engaging social media campaigns using modern and innovative tools across diverse media.
• Competitive Positioning: Our analysis benchmarks your congress against competitors, evaluating customer preferences, sponsor potential, and market dynamics. 
• On-site Promotion: We organize local promotional activities and represent your congress at related events, negotiating with local sponsors and engaging regional delegates.

Public Relations & Communication 

• PR & Media Management: Comprehensive media relations strategies are deployed before, during, and after the event to enhance public perception and maximize exposure. 
• Local Support Negotiation: We liaise with local authorities to secure financial backing, promotional partnerships, and increased visibility. 
• CRM Utilization: Targeted outreach campaigns leverage in-house CRM tools to connect with potential participants and build lasting relationships. 
• Social Media Campaigns: Custom social media strategies span platforms like Twitter, Facebook, LinkedIn, Instagram, and Threads to boost digital engagement.

Social Media Planning

• The role of social media in promotion is crucial and ever-growing. At C-IN, we offer online marketing services, social media management, and customized Social Media planning tailored to you and your event. Our goal is to increase event reach by engaging a broader audience, including potential speakers, delegates, and sponsors. We keep up with the latest social media trends, focusing on format, target audiences, communication tone, timing, and frequency of posts.

Key Considerations 

• Audience Targeting improves engagement and ROI. 
• Consistent Branding strengthens market positioning. 
• Data-driven Insights guide future event strategies.

Strategic marketing and effective promotional activities ensure your congress stands out, attracts the right participants, and delivers measurable outcomes for future growth. 

We provide the resources and expertise to simplify and guide you through the abstract process effortlessly.

• End-to-End Support: Manage the entire process from submission to review. 

• Online System Features: Includes blind peer review, tailored scoring calculations, and program management tools. 

• Data Integration: Links with the registration system to minimize redundant entries and streamline data management. 

• Real-Time Access: Provides real-time reporting and secure author access to submissions until the deadline. 

• Technical Assistance: Dedicated support for delegates and the scientific program committee. 

Key Considerations

• Blind Peer Review: Ensures impartial and fair evaluation of all submissions. 

• Real-Time Updates: Provides instant access to reports and statistics for informed decision-making. 

• Integrated Scoring Tools: Simplifies program management by automating calculations like totals and averages. 

• Secure and Personalized Access: Authors have individualized access to their submissions, ensuring data protection.

Our approach ensures that every step of the abstract process is handled with care and efficiency.

We provide tailored venue selection and accommodation services, handling every logistical detail to ensure your event runs smoothly and efficiently.

Venue Selection

• Research: Conducting detailed research to identify venues that align with your event’s goals. 

• Rate Negotiation: Negotiating and securing favourable rates, flexible terms and pricing to ensure cost-efficiency. 

• Venue Verification: Verifying a venue’s reputation and past performance through industry connections. 

Accommodation Management

• Room Reservation: Reserving hotel rooms across various categories to suit diverse needs. 

• Contract Management: Managing customized contracts and payment schedules for accommodation. 

• Online Tools: Utilizing online reservation tools to streamline the booking process.

Key Considerations

• Venue Selection: Tailoring venue choices to align with the specific size, type, and audience of your event. 

• Accommodation: Managing a range of room categories and securing flexible terms to meet your group’s needs. 

• Reporting: Providing a detailed overview to ensure transparency and clarity on all bookings and arrangements.

By entrusting us with venue and accommodation planning, you can focus on delivering a successful event while we handle the logistics. 

Effective management of congress materials and print ensures professional-quality resources that enhance participant experience and event branding. 

Material Design and Production 

• Programmes and Announcements: We manage the design, preparation, and production of detailed programmes, announcements, and related printed resources to meet the event’s communication needs.
• Abstract Management: Our services include abstract collection, editing, and either print or electronic distribution, ensuring easy access to relevant research and session content. 
• Congress Bags and Badges: We oversee the sourcing and production of custom congress bags and badges, tailored to specific size, color, content, and technical specifications. 
• Delegate Profile Data: Detailed participant profiles and sponsor lists are compiled to support networking, strategic planning, and post-event analysis. 
• Local Information: Comprehensive guides, including brochures, maps, and flyers, offer insights into local attractions, transportation, and venue details.

Technology Solutions for Engagement 

• Personalized Schedules: Participants can create personalized congress programs and meeting itineraries using our advanced scheduling tools. 
• Proceedings and Abstract Access: We provide technologies for accessing session proceedings and abstracts in various formats.
• Session Capture and Streaming: Our technology solutions enable the capture, storage, and re-broadcasting of speeches, slides, and videos to extend the congress’s reach and impact.

Key Considerations 

• High-quality materials enhance brand perception.
• Customization ensures materials meet specific event requirements. 
• Integrated technology improves accessibility and engagement.

Comprehensive management of congress materials and print streamlines content delivery, reinforces branding, and enhances the overall event experience for attendees and organizers alike. 

Curated social programs and efficient transport arrangements enrich the overall congress experience by offering engaging activities and seamless mobility.  

Social Programs 

• Tailored Activities: We design pre- and post-congress tours, accompanying persons’ activities, and customized social events aligned with your event goals, destination appeal, and participant demographics. 
• Detailed Planning: Our team develops comprehensive programs with activity descriptions, pricing structures, and contractual terms, ensuring clarity and effective promotion to attendees.
• Reservations and Payments: We manage all aspects of booking, payments, confirmation letters, and vouchers for social events, handling each detail for a smooth experience. 
• Event Management: Social functions, including entertainment and catering, are organized with precision, either directly or in collaboration with specialized third-party providers.

Transport Services 

• Tour Coordination: From concept to execution, we handle tour organization, including reservations, payments, confirmations, and participant management. 
• Public Transport Solutions: We arrange public transport tickets or vouchers to facilitate attendee navigation within the congress destination. 
• Airport and Shuttle Services: Comprehensive transport management includes airport meet-and-greet services, bus and coach transfers, and detailed scheduling with precise timetables.

Key Considerations 

• Tailored programs enhance participant engagement. 
• Smooth transport logistics reduce travel-related stress. 
• Comprehensive reporting provides insights for future planning.

Well-structured social programs and robust transport solutions elevate the congress experience, ensuring memorable moments and efficient movement for all participants. 

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 Management

• 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

• 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.

Key Considerations

• Compliance: Adhering to regulations in healthcare industries.
• Metrics: Tracking sponsor satisfaction, booth traffic, and lead generation.
• Sustainability: Incorporating eco-friendly practices.