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Congress Management

 
  • Consultancy services
  • Objectives & strategies building
  • Bidding implementation
  • Promotional campaigns to bid for local, European or world congresses
  • Consultancy services
  • Conceptualization of the congress idea /big picture – umbrella concept
  • Mapping of congress needs and proposals for host city and venue
  • Outsourcing of services on a “Best Value For Money” basis
  • Budget control: lowest prices, ensuring best achievable profit for the client
  • Provision of networking opportunities for the participants in a friendly and professional ambience
  • Pre-congress monthly progress reporting
  • On-site inspection, feasibility study, venue selection according to the client’s needs
  • Negotiating & contracting
  • Signage, décor & staging
  • Scientific program planning (scientific agenda building and timetables management)
  • Speaker liaison
  • Operation of Speaker ready rooms
  • Abstract handling (electronically) – Online Abstract Submission system
  • Poster handling, including e-posters
  • Design and preparation of congress printed material
  • Webcasting of scientific sessions
  • Speaker liaison for permissions and consent
  • Video & audio recording of sessions
  • Post production (slide synchronization)
  • Publication and hosting of webcasts
  • Expert interviews
  • Expert liaison
  • On-site studio operation
  • Post production
  • Publication and hosting of interviews
  • Video sessions
  • Live surgeries
  • E-posters
  • Computerized pre and on-site registrations
  • On-line registrations
  • Credit-card security systems
  • Preparation and distribution of delegate folder/ congress material
  • Preparation and distribution of name badges
  • Complete audio-visual equipment arrangements
  • On-site technical services
  • Venue signage
  • Photo and/or video shooting
  • Videoconferencing
  • Simultaneous interpretation
  • Business office services for delegates
  • Preparation of floor-plans
  • Recruitment of exhibiting companies/organizations
  • Coordination of exhibitors
  • Arrangement of exhibitions services (constructions, signage, stand furniture and equipment etc)
  • Design of sponsorship strategy and packages
  • Recruitment of sponsors
  • Sponsorship contracting
  • Implementation of sponsorship obligations

  • Congress Marketing Campaign planning (target groups, promotional strategy and campaigns)
  • Implementation of promotional campaigns
  • Evaluation of promotional activities
  • Public Affairs/Liaison with governmental and other authorities for the purposes of congress communication, auspices etc
  • International relations with societies, associations, foundations etc
  • Mailing list/ database management and development
  • Direct mail activities
  • PR activities with all stakeholders (speakers, sponsors, exhibitors, participants) such as “thank you” letters
  • Internet communications
  • Web site design, management and maintenance
  • e-newsletters
  • Congress branding
  • Design and production of all communication material
  • Translation of congress documentation
  • Media Relations management
  • Press Office
  • Media Sponsoring
  • Press Accreditation
  • Congress Secretariat (Registrations, distribution of congress material etc)
  • Speakers’ helpdesk
  • Hosts/hostesses in meeting rooms
  • Seating arrangements
  • Airport and Hotel hospitality desks
  • Ticketing Services
  • Ground services/ airport transfers, local transfers, shuttle services
  • Hotel inspections
  • Bookings
  • Hospitality Desks
  • Online Accommodation, Transportation & Tour Booking Form
  • VIP handling as per protocol
  • Food and Beverage
  • Décor and staging
  • Organization of tours and excursions
  • Planning and implementation of tailor-made cultural events
  • Drafting of income and expenditure budget
  • Finance Consultancy: pre-financing, sponsorship, exhibition, loans, registration fees
  • Book-keeping
  • Final settlement of congress accounts
  • Transparency assurance, financial success guarantee
  • Participant evaluation surveys
  • Comprehensive congress reports

Memberships

Erasmus S.A. is a member of IAPCO, ICCA, HATTA, ACVB and founding member of HAPCO. Erasmus S.A. has established and applies a quality management system for Congress & Exhibition Organizers, Incentive Travel and Association Management Services.

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