Congress, Meeting & Exhibition Management 2018-08-08T15:59:17+00:00

Congress, Meeting & Exhibition Management

Overview

Partner with us to clarify purpose, planning and strategy for your conferences and events. We’ll organise everything including venue, AV providers, delegates and speakers to accomplish a seamless experience for the attendees and a successful congress for you.

  • Venue selection

  • Project management

  • Logistical support

  • Budgeting & financial management

  • Registration & accommodation management

  • Congress promotion

  • Delegate & speaker correspondence

  • On site registration & support

  • Marketing & communication

  • Scientific programme management & abstract handling

  • Social events & entertainment

  • Final reports and statistics

  • Risk management

  • Technology & innovative solutions

  • Exhibition space sales

  • Floorplan Layout and Booth Allocations’

  • Freight forwarding solutions

  • Onsite audio visual set-up

Communication

Our unique Marketing and Congress Promotion Strategies encompass everything you need for optimal communications – design, print and online marketing materials as well as sound marketing tactics with separate channels for industry and congress delegates that include:

  • Social Media outlets
  • Broadcast emails
  • Print advertising
  • Presentation of congress to industry partners and other stakeholders
  • Website for congress information, programme details & congress registration booking
  • Hotel accommodation

Delegate Registration

We can offer congress registration online and onsite. We can also manage payments electronically by credit card, bank transfer or cash onsite. We have a full suite of tools that allow us to control the entire delegate management process.

These include:

  • Branded registration forms
  • Delegate fee structures
  • Online registrations live 24/7
  • 24 hr access to online reports so that you can see your registrations in real time
  • A secure online payment system for credit cards (VISA and MasterCard)
  • Automated confirmation to delegates of booking and receipt of payment
  • One point of contact e-mail address for delegate queries
  • Hotel accommodation

Scientific Programme Management

  • Overall co-ordination of scientific programme in consultation with Congress Committee
  • Set up and maintain online abstract submission
  • Set up and co-ordinate online peer review process
  • Communicate with speakers
  • Speaker logistics including accommodation
  • Preparation and production of Final Programme Book and supporting materials including online searchable programme and congress app
  • AV and production requirements

Content Capture

Conference content is a combination of online and offline (face-to-face) engagements. Delegates expect to access the conference in its entirety anywhere, anytime on any device. Through our congress content capture, dissemination and knowledge management technology, reaching out to audiences far beyond those who attend your congress has never been easier.

Industry Participation

  • Exhibition and sponsorship marketing prospectus
  • Exhibition space sales
  • Management of exhibition booths, floor plan, booth construction and dismantle.
  • Interactive exhibitor platform for exhibition extras
  • Sponsorship packages and offerings
  • Satellite meeting programmes including programme coordination, speaker logistics and promotion to congress delegates.

Financial Management

We employ qualified accountants with decades of experience in budgeting and supervising accounts specifically for Congress and major events. They can manage:

  • All budget and costs for your Congress
  • Tenders for outsourced activities and protocols for appointing vendors
  • Supply chain
  • Reconciliation of registration income and refunds
  • Industry and exhibition sales invoicing and collection
  • Timely reports on income and expenditure budgets and variances

Onsite Management

When running a conference every single detail counts. At Agenda we know how to create an amazing attendee experience by staying on top of the small and the big things. We can manage:

  • Set-up plan in coordination with the venue and third party vendors and ensure that specifications in terms of quality and time schedule are not compromised
  • Onsite delegate and exhibitor check-in desks
  • Hotel check-in for delegates and exhibitor
  • Delegate materials including badge, congress programme and delegate bag
  • AV installation and speaker check-in room
  • Offices onsite for Association council and committee members