Full List of Services

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

Venue

• Selection of the perfect meeting site to maximize your objectives
• Venue research and evaluation
• Venue negotiation management

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

Financial 

• Budgeting
• Invoicing
• Payment management
• Taxation guidance with customized reporting & analysis

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

Travel

• Group and individual transfers
• Booking capacities in hotels, private accommodation and camps
• Handling roomblock
• Tracking payment and cancellation policies
• Individual and group accommodation reservations
• Attending to needs of various group profiles
• Booking flight, train, bus or boat tickets
• Managing travel itineraries

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

Technology

• Consulting on best technological solution for your event
• Ordering and coordination of audio visual equipment for conference rooms
• Simultaneous translation equipment
• Contracting and overseeing networked presentation management – slide service
• Enabling mobile applications such as on-line scheduling (real-time and personalized agenda, speakers and sessions info) interactive maps, real time surveys and in-chat networking applications
• Using electronic posters and signage to communicate information
• Data tracking and sourcing through bar code or QR code readers

DMC

• Accompanying persons programme planning and management
• Optional tour programme planning and management (pre and post tours) and excursions
• Restaurants booking for individual requests

Events

• Social event planning and management
• Audio visual and production coordination
• Food and beverage management
• Various performers booking and management
• Stage setting, venue branding and decoration

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

Sponsorship

• Consulting on sponsorship packages
• Preparing documentation from contracts to invoices
• Communicating with potential sponsors regarding packages
• Supervising the implementation of contracted services

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

Marketing 

• Consulting on current trends in conference marketing
• Event promotion through social networks
• Advising on marketing tools such as newsletters, internet ads
• Creating concept for promotion at similar events

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

Abstracts and Papers

• Consulting on abstract submission programs available
• Coordinating between participants and reviewers