Advice and Organisation

• Drawing up and monitoring a schedule and making sure that the conference runs accordingly
• Drawing up a day-by-day conference scenario for the conference
• Discussing the conference scenario with all parties involved

• Drafting, monitoring and adjusting the conference budget
• Managing the financial administration before, during and after the conference
• Verifying, processing and paying invoices of third parties
• Managing a special bank account for all conference related transactions
• Producing regular outlines showing revenues and expenses
• Preparing the final financial outline after the conference

• Advising on and searching for suitable venues
• Organising site visits to various venues
• Keeping in close touch with the venue
• Negotiating with the venue and suppliers about the facilities and services that need to be leased or purchased

• Advising on and coordination of the printed matter
• Advising on and coordination of the production of a congress app
• Advising on and coordination of the advertisements in journals, magazines etc.
• Supervising the production of printed matter

• Advising on the lay-out of the conference website
• Updating and maintaining the conference website

• Coordinating all mailing documents / texts
• Formatting of newsletter in the corporate identity of the congress
• Coordinating the shipment of the mailing 

• Advising on and coordinating the programme
• Taking over communication with speakers
• Keeping in close touch with the speakers: drawing up invitations, sending out the invitations, confirming speakers, keeping a close watch on deadlines, coordinating travel and hotel reservations, collecting manuscripts, CV’s and pictures
• Keeping in close touch with chairmen etc.
• Providing speakers and chairmen with practical information prior to the conference
• Coordinating and paying speakers’ travel and expense allowances
• Assisting speakers and chairmen on-site
• Drawing up “thanks” letters in cooperation with the client

• Advising on and searching for suitable venues and activities for the partner programme
• Organising site visits to various venues
• Keeping in close touch with the suppliers
• Negotiating with the suppliers about the facilities and services that need to be leased or purchased

• Compiling sponsorship packages and sponsor brochures
• Keeping in close touch with sponsors
• Depending on the sponsor's requirements (based on the Medicines Act, Code of Conduct, European directives, Advertising of Medical Products) the concerned sponsor providing with: an offical sponsor request, (shortened) budget, and additional information necessary to be eligible for sponsorship
• Concluding contracts based on the agreements made
• Invoicing and processing and verifying sponsor payments, if necessary sending payment reminders
• Drawing up instructions for the lay-out of the advertisements
• Collecting texts and graphics for the advertisements
• Coordinating the advertisements
• Coordinating quid pro quo for sponsors

• The project manager is responsible for the overall conference coordination
• The project manager and other team members will be present throughout the conference
• Setting up and coordinating the registration desk
• Coordination and supervising the set-up of the conference and exhibition
• Registering participants, speakers, exhibitors and sponsors
• Managing on-site payments, cash management during the conference
• Providing information about the conference topics and organisation
• Instructing and supervising hostesses

• Setting up the on-line registration module
• Drawing up a hard-copy registration form
• Processing returned registration forms (online and hard copy)
• Registering speakers (including drawing up a registration form), sponsors, exhibitors and organising committee
• Running a secretarial office for the participants, sponsors and speakers, answering their individual questions
• Confirming registrations via e-mail
• Processing and verifying participants’ payments (via bank and credit card) and sending payment reminders to participants (if necessary)
• Producing lists of registrations/payments
• Designing and producing badges and tickets for social events
• Preparing personal envelopes for participants including badge, tickets, letters etc.
• Drawing up a list of participants
• Drawing up a questionnaire and processing questionnaires afterwards

• Accreditation application at the occupational groups
• Accreditation process after the congress

• Making arrangements with various hotels (with respect to prices and conditions)
• Keeping a close watch on option deadlines
• Drawing up information on hotels including prices, location etc. for the reservation website
• Setting up a hotel reservation module, linked to the participant registration module
• Sending participants confirmation of reservation and sending a hotel voucher
• Providing information to participants
• Preparing final financial revenues overview for hotels
• Producing regular lists of reservations for the hotels
• Keeping in close contact with hotels

• Drawing up instructions for abstract submission
• Setting up the online abstract module (abstract, reviewer and scientific-committee module)
• Downloading and processing abstracts
• Sending abstracts to reviewers and the programme committee
• Processing reviewer assessments
• Drawing up confirmation and rejection letters
• Sending confirmation and/or rejection letters to authors
• Drafting and sending instructions for presentations and collecting PowerPoint presentations
• Providing abstract submitters with practical information
• Planning the abstract sessions

• Drawing up participation terms and conditions
• Keeping in close touch with exhibitors
• Depending on the exhibitor's requirements (based on the Medicines Act, Code of Conduct, European directives, Advertising of Medical Products) the concerned sponsor providing with: an offical sponsor request, (shortened) budget, and additional information necessary to be eligible for exhibition
• Concluding and sending contracts based on the agreements made
• Invoicing and processing and verifying payments, if necessary sending payment reminders
• Compiling exhibition guidelines including online registrationforms 
• Processing order forms and confirming orders
• Drawing up a list of exhibitors
• Keeping in close touch with exhibitors about stand location
• Producing a floor plan of the exhibition
• Coordinating the stand construction and the set-up of the exhibition

• Comparing several AV platforms based on your requirements
• Keeping in close touch with the AV partner to coordinate all facilities to prepare the online congress
• Preparing technical instructions for speakers, exhibitors and particpants
• Coordinating the prerecordings of presentations from speakers and abstract presenters
• Coordinating the digital poster presentations
• Preparing the practical information and providing all participants, sponsors and speakers with the personal links to access the online congress platform
• During the online congress, running a secretarial office for the participants, sponsors and speakers, answering their individual questions.