Congress Management

We offer a complete Congress Management service which includes:

• Consultancy and Planning
• Budget Preparation and Financial Management
• Marketing and Promotion
• Scientific Programme Management
• Sponsorship and Exhibition Management
• Venue & On-site Management
• Delegate Management
• Social Programme Co-ordination

Consultancy and Planning

To help with the initial planning of your event, we would discuss your overall aims and objectives and advise on matters relating to the event including:

• Budgets, pre-financing and financial management
• Organisational structures and timelines
• Planning meetings with organisational committees
• Venue selection
• Scientific programme organisation
• Marketing strategies

We would work closely with all parties involved in the organisation of the event, throughout the planning process and on-site, to ensure that it is a success.

Budget Preparation and Financial Management

Our conference department staff have extensive experience of developing complex conference budgets and we would be able to develop a budget for your event which would allow you to determine all income and expenditure and once a budget has been approved by the client, we offer a full financial management service.

Our sophisticated budgets allow you to have complete financial control of the event and our breakeven analysis makes it easy for you to determine, for example, the level of sponsorship income required or the level of registration fee income required.

Our staff have extensive knowledge of international congress finance and can assist with issues relating to taxation and VAT in the host destination of your congress.

We can offer budget and cashflow analyses and can prepare monthly management accounts, final conference accounts and can assist with the preparation of fully audited accounts.

Marketing and Promotion

To achieve maximum success, it is important to plan a marketing strategy which will give your event full exposure to your desired audience.  We are able to develop a marketing and promotion strategy to include:

• Developing a corporate identity, logo and branding
• Designing, developing and managing an event website
• Preparing potential delegate databases
• Preparing e-bulletins and online promotion
• Designing and coordinating the production of all print items (including announcements, adverts, registration brochures, programme and abstract books, sponsorship and exhibition prospectuses etc.)
• Coordinating direct mail campaigns
• Promoting the event at relevant congresses and in relevant journals and press
• Coordinating press and PR activities

Scientific Programme Management

The scientific programme is the main reason that delegates register for an event. We would work closely with the scientific committee to develop a programme which is dynamic and attractive to potential delegates.

We offer a sophisticated and flexible on-line abstract handling system and can coordinate an on-line abstract review process and session allocation function which coordinates with the programme and abstract book printing schedule.

We offer a complete speaker management service and organise and service all scientific committee meetings.

Sponsorship and Exhibition

Our staff have extensive experience of raising funds through sponsorship - not only for conferences but also for our many educational programmes. We would be happy to assist with:

• The creation of sponsorship packages and a 'shopping list' of sponsorship opportunities
• The design and print of a Sponsorship Prospectus
• The creation of a target sponsor database
• The management of sales and administration of contracts
• The implementation of sponsor benefits packages
• Sponsor stewardship pre-congress, on-site and post-congress

As a medical association ourselves, we understand the importance of sponsorship income to a conference and we also understand the commercial requirements and demands of major sponsors. We would be able to liaise with sponsors, to ensure that their needs are fully met, before, during and after the event.

We also offer a full exhibition management service to include:

• The preparation of exhibition floor plans and liaison with the venue, suppliers and exhibitors
• The design and print of an exhibition prospectus and exhibitor manual
• The creation of a target exhibitor database
• The management of sales and administration of contracts
• Full on-site exhibition management service

Venue Management

The venue is of great importance to the success of an event. We can carry out site visits and assess possible venues, negotiate preferential rates and offer advice on appropriate usage, contracts, cancellation policies and payment schedules.

We would liaise closely with the venue to ensure that all aspects of the event run smoothly and would coordinate all venue logistics including catering schedules, audio visual requirements, signage, security and staffing.

Delegate Management

Our own international congresses attract between 2000 and 3000 international delegates. We have invested in the most advanced event management software available to ensure that delegate registration (in advance of the event and on-site) is efficient and trouble free. Our system allows delegates, exhibitors and speakers to register on-line and to check their bookings in the run up to the event. We process all registrations and payments and prepare confirmation letters, delegate lists, badges and evaluation forms as required.

We also offer an accommodation booking service and would negotiate with hotels and universities to obtain the most attractive rates and payment schedules possible.

Our accommodation booking service operates in tandem with our on-line registration service and can be configured to allow delegates to check their bookings on-line at any time in the run up to the event.

On-site Management

We coordinate all on-site logistics from set-up to break-down, including on-site registration, speaker liaison, programme coordination, exhibition management, venue liaison (to include catering, audio visual, security and staffing) and sponsor management.

All on-site staff are highly qualified and are fully briefed to ensure that the event runs smoothly and efficiently.

Social Programme

The Social Programme which runs alongside a congress is often regarded as a valuable part of the overall delegate package as it offers delegates the opportunity to interact in a relaxed, informal setting.

From the opening ceremony and welcome reception to gala dinners, concerts and receptions, we can organise an exciting social programme, whatever your budget. We can also coordinate a pre and post congress tours programme, always ensuring that your delegates have the opportunity to experience local cultures and hospitality.

Should you require further information on any of these events, please do not hesitate to contact us