FRENS KONVERENTSITEENUSED
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1 FRENS KONVERENTSITEENUSED
2 FRENS KONVERENTSITEENUSED Tel Fax Toompuiestee Tallinn
3 Frens Konverentsiteenused Frens Konverentsiteenused lahendab kõik konverentsi läbiviimisega seotud organisatoorsed ja tehnilised küsimused. Meie teenused hõlmavad nii konverentside, nõupidamiste kui ka seminaride ettevalmistamist ning läbiviimist. Tavaliselt oleme tegevad kogu konverentsi korraldamise protsessis, kuid kliendi soovil on enamikke teenuseid võimalik tellida ka eraldi. Konverentsikorraldus on kuulunud AS Frensi põhitegevusalade hulka juba alates ettevõtte asutamisest aastal. Igal aastal osaleme keskmiselt 100 ürituse korraldamisel ning praeguseks on meie kaasabil peetud arvukalt seminare ja nõupidamisi ning rahvusvahelisi kongresse. Meie klientide hulka kuuluvad Tartu Ülikooli mitmed allüksused, Justiitsministeerium, Avatud Eesti Fond, arvukad teadusasutused ning samuti ettevõtted. Pakkumaks maksimaalset kvaliteeti nii projektijuhtimises kui osalejate registreerimises, kasutame spetsiaalselt Frensi jaoks loodud veebipõhist tarkvara. Aastate vältel oleme loonud usaldusväärse koostööpartnerite võrgustiku. Meie partnerite hulka kuuluvad kõik Eesti konverentsikeskused, kvaliteetsed hotellid, professionaalsed tõlgid ning tehniliste vahendite pakkujad. Partnerite arvukus tagab aga selle, et suudame leida sobivaima lahenduse, lähtudes iga kliendi vajadustest ja majanduslikest võimalustest. Kui usaldate konverentsi korraldamisega kaasnevate organisatoorsete ja tehniliste küsimuste lahendamise Frensile, võimaldab see teil kokku hoida nii raha kui aega ning suunata kogu energia sisutiheda ja kvaliteetse programmi koostamisele. Frens Conference Services Frens Conference Services is the leading professional congress organizer (PCO) in Estonia. Established in 1991 and based in Tallinn, Frens handles national and international meetings throughout Estonia. Having had the pleasure to work for scientific as well as governmental and corporate meetings taking place in Estonia, Frens has developed long-term client relationships with the major universities in Estonia as well as several associations and a few governmental agencies. Throughout the years a large majority of clients have come from the medical and legal field. As a PCO, Frens usually acts as the project manager, offering its clients the full range of PCO services. Starting from the initial planning process, Frens is ready to handle all practical arrangements from the preliminary registration of participants to the completion of the final report. Due to extensive experience with medical meetings, Frens is especially skilled at abstract handling as well as exhibition management. Also, Frens has successfully subcontracted to the core PCOs of international associations, being responsible for local services only. In short, while taking care of all practical matters, Frens Conference Services allows their clients to concentrate on the content. Frens Konverentsiteenused 3
4 Meet in Estonia! Frens Conference Services is based in Tallinn, the capital of Estonia and handles both international and local meetings throughout the country. A location at the crossroads of various cultures has given Estonia several economic and cultural advantages. After an extraordinary decade of transformation and growth, Estonia today has established itself as an open and liberal country. Lately, Estonia has gained more and more attention as a new conference destination where professional services and reliable partners are readily available. Having only recently been discovered as a conference destination, Estonia could well be the best choice for your next international meeting success oriented, developing and open to I would like to express, on behalf of all the participants, our great appreciation of the courteous and efficient way in which Frens assisted the Estonian Parliament and Government in organising the Parliamentary Assembly Colloqui Economic Renaissance of the Baltic Sea Region in Tallinn. The friendliness of your staff and their attention to detail made a considerable contribution towards ensuring the success of the colloqui. Hans de Jonge Council of Europe adopt everything new. The leading conference towns in Estonia are Tallinn, Tartu and Pärnu. Tallinn, the capital of Estonia, is suited ideally to the needs of conference organisers around the world. Small enough for easy familiarity while offering a rich mixture of old traditions, modern influences and endless pleasant surprises, Tallinn is a rare find among European capitals. The number of accommodation choices in Tallinn grows every year. Likewise, you can expect to find modern venues and professional partners to choose from. Last not least, the city has caught up with multicultural cuisine and exciting nightlife, offering delegates a large variety of choices for dining out and spending their leisure time. On the other hand, could there possibly be a better location for a conference than Tartu, the city of good thoughts? Estonia s second city, Tartu, has long been celebrated as a wellspring of this country s intellectual and cultural life. Home to one of the oldest universities in Northern Europe, Tartu has for long been internationally recognized as the perfect place for exchange of knowledge, hosting researchers and students from many countries of the world. This is why a scientific conference in Tartu is something relevant in its natural environment. For those looking for a location nicely out of the ordinary the spa town of Pärnu, also known as Estonia s summer capital, offers an excellent setting for international meetings. Located halfway between Tallinn and Latvian capital Riga, Pärnu is easily accessible from two international airports. An attractive and established town of events, Pärnu was internationally recognized as a high quality conference destination in 2001 upon joining the European Federation of Conference Towns (EFCT). 4 Frens Conference Services
5 Professionaalne konverentsikorraldus Kui konverentsi korraldustöö on enda peale võtnud Frens, siis on kogu ürituse logistika hästi läbi mõeldud ning tellimused õigeaegselt ja korrektselt esitatud. Väga positiivseks pean seda, et pole unustatud ka niinimetatud pisiasju (täpne osalejate arv, laudade ja toolide arv, mis kell ja kuhu midagi paigaldada jms.), mis aga ürituse toimumise käigus võivad ootamatult oluliseks osutuda. Tiiu Nõmm Rahvusraamatukogu konverentsikeskuse juhataja Rahvusvahelises terminoloogias nimetatakse konverentside, nõupidamiste ja seminaride korraldamisega tegelevaid ettevõtteid PCOdeks (Professional Congress Organizer). Isegi väiksema seminari (rääkimata suurest rahvusvahelisest konverentsist) õnnestumiseks peavad mitmed erinevad lülid sulanduma ühtseks laitmatuks tervikuks. Jättes kogu ürituse tehnilise ning administratiivse poole PCO hooleks, vabaneb konverentsi läbiviija närvesöövast ja aeganõudvast asjaajamisest kümnete eri firmadega ning saab keskenduda olulisimale konverentsi sisule. Ajavõit on PCO konverentsi korraldamisele kaasamise juures vaid üks kasutegur paljudest. Kuigi esmapilgul võib professionaalse konverentsikorraldaja kasutamine tunduda lisakuluna, annab see tegelikult sageli ka tuntavat majanduslikku efekti. Ühelt poolt antakse PCOdele kui püsiklientidele üldjuhul hinnaalandust hotellide, konverentsikeskuste, toitlustajate jt. poolt. Teisalt aitavad professionaalse konverentsikorraldaja kogemused kulusid/tulusid otstarbekalt planeerida juba ürituse eelarve koostamise käigus, samuti tulevad asjatundjate oskused kasuks näiteks sponsorite ja muude finantseerimisallikate otsimisel ning lepingute sõlmimisel. Frens kui PCO Nii nagu teisedki PCOd kogu maailmas, pakub ka Frens seminari või konverentsi läbiviimisel oma klientidele täisteenust. Tavaliselt algab Frensi ning kliendi koostöö ürituse planeerimise algstaadiumis, suuremat sorti ettevõtmise korral isegi paar aastat enne konverentsi toimumist. Juba enne eelarve koostamist on oluline läbi arutada kõik konkreetse konverentsiga seotud asjaolud, selle sisu ning eesmärk, kusjuures Frensi rolliks on oma kogemustest lähtuvalt aidata konverentsi läbiviijal langetada just selle ürituse spetsiifikale vastavad otsused. Samuti lahendame kõikvõimalikud administratiivsed ülesanded registreerime osalejad, broneerime konverentsiruumid ja ürituse läbiviimisel vajalikud tehnilised vahendid ning majutuskohad külalistele. Ürituse toimumise ajal võtame enda kanda kogu osalejate teenindamise materjalide jaotamise, toitlustamise korraldamise, vaba aja sisustamise jms. Kõige selle juures hoiame pidevalt kontakti kliendiga, aitame lahendada esile kerkivad probleemid ning oleme abiks konverentsist kokkuvõtete tegemisel. Tagasiside nii Eesti kui rahvusvahelistelt klientidelt annab tunnistust, et Frens on PCOna maailmatasemel. Paljudele osalejatele on meeldiva uudisena tulnud meie poolt pakutavad kaasaegsed tehnilised lahendused osavõtjate ning ettekannete teeside ehk abstraktide elektrooniline registreerimine. Palju kiidusõnu on pälvinud ka Frens Konverentsiteenuste noor, koolitatud ning hea võõrkeelte- ja suhtlusoskusega kollektiiv. Kindlasti teeme ka edaspidi kõik endast oleneva, et Eestis toimuvate konverentside ning seminaride korraldus oleks kõrgetasemeline ning sündmusest jääks meeldiv mälestus nii selle korraldajatele kui osalejatele. Oleme konverentse korraldanud nii ise kui teinud koostööd professionaalidega. Kui veel paar aastat tagasi eelistasime üritused läbi viia oma jõududega, siis tänapäevase kiire töötempo juures on otstarbekas kasutada professionaalse konverentsikorraldaja teenuseid. Näiteks osalejate registreerimine ja nende küsimustele vastamine kujutab endast väga pingelist tööd ning mõttekas on panna see firma õlule, mitte koormata arstide ja õdede niigi tihedat ajagraafikut. Nii jääb ka rohkem aega tegeleda organiseerimiskomitee töö sisulise poolega. Dr. Margus Viigimaa Eesti Kardioloogide Seltsi president Frens Konverentsiteenused 5
6 Our services Prior to the conference bid assistance & consulting fi nances & accounting sponsorship coordination exhibition management venue selection graphic design printing & publishing web page creation computerized registration delegate database management mailings & correspondence processing of payments accommodation booking scientifi c committee assistance abstract handling secretarial services During the conference on-site management secretariat & hostesses setup of poster sessions translation & interpretation audiovisual equipment catering social events tour programs After the conference closure of accounts fi nancial report post-event evaluation statistical analysis fi nal mailings post-conference tours Frens Conference Services provided an excellent service and support before and during the Conference, for almost 500 participants. They ensured that all the practical and technical arrangements in connection with the Conference were carried out according to our specifications in the best possible way. Görel Kjeldsen International Council for the Exploration of the Sea, Meetings & Conference Coordinator 6 Frens Conference Services
7 Euroopa Mükobakterioloogide Seltsi aastakongress on toimunud 24 aasta jooksul väga erinevates Lääne-Euroopa riikides, kuid Eestis korraldatud konverentsi on hinnatud senistest kõige paremini korraldatuks. Seega on Frens oma professionaalsusega Eesti mainet rahvusvahelisel tasemel igati tõstnud. Abstraktide elektrooniline registreerimine oli ESMi ajaloos esmakordne kogemus ning nii rahvusvahelisele teaduskomiteele kui ka konverentsil osalejatele oli see igati mugav ning meelepärane toiming. Meie teenused Dr. Annika Krüüner Tartu Ülikooli Kliinikumi Ühendlabor Mükobakterioloogia osakonna juhataja Eelarve koostamine ja järelevalve Koostame nii konverentsi kui sellega seotud ürituste koondeelarve. Avame spetsiaalse arveldusarve konverentsiga seotud summade jaoks, jälgime laekumisi ja väljaminekuid ning edastame nende kohta kliendile infot. Vajadusel korrigeerime eelarvet ning teeme konverentsi lõppedes kokkuvõtte. Lähtuvalt tellija poolt sõlmitud eelnevatest põhimõttelistest kokkulepetest täpsustame sponsoritega kõik üksikasjad, koostame sponsorlepingud ning jälgime nende täitmist nii ettevalmistusaja kui konverentsi jooksul. Konverentsieelne sekretariaat Korraldame kogu suhtlemise ja korrespondentsi osalejatega. Registreerime ja kanname osalejad andmebaasi, vormistame broneeringud, saadame kinnitused ning koostame osavõtjate nimekirja. Esitame kõik vajalikud arved ning jälgime maksete laekumist konverentsi arveldusarvele. Lahendame teaduskomitee tööga seonduvad tehnilised probleemid registreerime ettekannete teeside (abstraktide) laekumise ning korraldame infovahetuse ja materjalide liikumise teaduskomitee ja autorite vahel. Konverentsi sümboolika, trükised ja kodulehekülg Kujundame konverentsi logo ja muu sümboolika. Kujundame ja valmistame kliendi poolt koostatud materjalide põhjal konverentsi teadaanded, teeside kogumiku ja väiksemad trükised. Valmistame konverentsi kodulehekülje koos elektroonilise registreerimisvormiga ning haldame ja uuendame kodulehekülge ürituse eel ja ajal. Konverentsiruumid, tehnilised vahendid ja tõlge Valime ja broneerime konverentsi jaoks sobivad ruumid ja tehnilised vahendid. Tellime sünkroontõlke ja vastava aparatuuri ning korraldame kirjalike materjalide tõlkimise ja paljundamise. Sekretariaat konverentsi ajal Registreerime osalejad, komplekteerime ja väljastame jaotusmaterjalid. Sekretariaat annab operatiivset infot ja lahendab ürituse vältel tekkivaid küsimusi. Saalisekretärid abistavad lektoreid tehniliste vahendite kasutamisel. Samuti koordineerime näituse ja postrite ülespanekut ning muude ürituste läbiviimist. Osalejate majutus, toitlustamine ja transport Broneerime majutuskohad sobiva tasemega hotellides. Jälgime broneeringute tähtaegu ning korraldame infovahetuse ja arveldamise osalejate ning hotellide vahel. Tellime päevase toitlustamise konverentsi ajal. Organiseerime kogu kohaliku transpordi. Vaba aja programm Korraldame konverentsi raames toimuvad vastuvõtud ja õhtusöögid. Kavandame eriprogrammid ning ekskursioonid osalejate ja nende kaaslaste vaba aja sisustamiseks, sealhulgas enne ja pärast konverentsi toimuvad pikemad ekskursioonid. Minu hinnang ühtib teistegi inimeste omaga, kel on olnud kokkupuuteid Frensiga. Tegemist on professionaalidega, kes teavad, mida tahavad, on koostööaltid, kiired, paindlikud, otsusekindlad ja mis kõige tähtsam positiivsed. Tanel Sepp Reval Hotel Olümpia konverentsikeskuse juht Frens Konverentsiteenused 7
8 Portfolio th Annual Symposium and Educational Days of the Scandinavian Society for Laboratory Animal Science Participants: 150, location: Tallinn 2nd International Conference of Sustainable Development, Culture and Education Participants: 150, location: Tallinn XI Forum Ophthalmologicum Balticum Participants: 300, location: Tallinn 5th International Association for Lichenology (IAL) Symposium Participants: 350, location: Tartu th Annual Meeting of European Network of Forensic Science Institutes (ENFSI) Participants: 80, location: Tallinn 23rd Annual Congress of European Society of Mycobacteriology Participants: 170, location: Tartu 13th European Conference on Reading Participants: 300, location: Tallinn 1st Baltic Cardiology Conference Participants: 430, location: Pärnu 91st Statutory Meeting and Annual Science Conference of the International Council for the Exploration of the Sea (ICES) Participants: 500, location: Tallinn 2002 Technical Committee Meeting of the International Confederation of Societies of Authors and Composers (CISAC) Participants: 80, location: Tallinn Meeting of the Commissions of the International Union of Latin Notaries (UINL) Participants: 130, location: Tallinn Annual Meeting of the World Health Organization s STOP-TB Working Group on DOTS-Plus for MDR-TB Participants: 150, location: Tallinn 2001 Baltic Assembly 19th Session Participants: 45, location: Tallinn Gene Technology Forum 2001 Participants: 370, location: Tartu 8th International Conference Estonia and the European Union Participants: 370, location: Tallinn 2000 On behalf of the Secretariat let me again express our sincere appreciation for organizing such a successful meeting we had last week in Tallinn. We are very pleased with the outcome of the meeting as well as the excellent organization and social program. International Round-Table Seminar on Roma/Gypsy Issues Participants: 45, location: Tallinn 8th Congress of the Baltic Neurosurgical Association Participants: 230, location: Tartu 4th Nordic-Baltic Congress on Infectious Diseases Participants: 450, location: Tallinn Marcos Espinal World Health Organization 8 Frens Conference Services
9 Kuna korraldasime nii rahvusvahelist ja suurt üritust esmakordselt, oli Frensi kogemus kasulik juba konverentsi kui terviku planeerimisel, et mitte tähelepanuta jätta olulisi komponente nii konverentsi kui sellega kaasnevate sotsiaalsete ürituste osas. Frensi teenust iseloomustab kõrge kvaliteet ja meeldiv suhtlemine. Ka osalejad andsid tagasisidet, et nad tundsid pidevat kontakti ja tähelepanu, konverentsi ja kohalike tingimuste kohta saadi märksa rohkem informatsiooni kui harilikult. Meeli Pandis Eesti Lugemisühingu juhatuse esimees 2004 Eesti Kvaliteediühingu konverents Osalejaid: 200, toimumiskoht: Tallinn Eesti Lastearstide Seltsi 17. Kongress Osalejaid: 200, toimumiskoht: Tartu 2003 Tallinna Pedagoogikaülikooli psühholoogiaosakonna 10. aastapäeva konverents Osalejaid: 320, toimumiskoht: Tallinn Eesti Sisearstide Seltsi XI Kongress Osalejaid: 370, toimumiskoht: Tartu VI Eesti Valu Konverents Osalejaid: 390, toimumiskoht: Pärnu 2001 Eesti Tervishoiu Foorum Osalejaid: 210, toimumiskoht: Tallinn Eesti Sisearstide Seltsi seminar-aastakoosolek Osalejaid: 350, toimumiskoht: Haapsalu Diabeedikonverents DM2 Osalejaid: 390, toimumiskoht: Tallinn Konverents Eesti tsiviilseadustik ja Euroopa eraõigus Osalejaid: 500, toimumiskoht: Tartu 2002 VII Avatud Ühiskonna Foorum Osalejaid: 135, toimumiskoht: Tallinn Teaduskonverents 10 aastat Eesti põhiseadust Osalejaid: 250, toimumiskoht: Tallinn Tsiviiltäite reformi I aastapäeva konverents Osalejaid: 280, toimumiskoht: Tallinn 2000 Hea õigusloome seminar Osalejaid: 100, toimumiskoht: Tallinn V Avatud Ühiskonna Foorum Osalejaid: 160, toimumiskoht: Tallinn Eesti Osteoporoosi Konverents Osalejaid: 320, toimumiskoht: Paide Kvaliteedikonverents Juhtides muutusi: jagades parimaid kogemusi Osalejaid: 150, toimumiskoht: Tallinn Frens Konverentsiteenused 9
10 Kadri Karu Frens Konverentsiteenuste tegevjuht Kadri Karu on töötanud Frensis alates aastast 1996, tegevjuhi ametikohal alates jaanuarist Kadri omab bakalaureusekraadi avaliku halduse alal. Erialaseid teadmisi on Kadri täiendanud Euroopa Konverentsilinnade Liidu (EFCT) suvekoolis ning professionaalsete konverentsikorraldajate rahvusvahelise erialaliidu IAPCO juures. Kadri Karu otsesel juhtimisel on Frens teenindanud kümneid rahvusvahelisi ja ka Eestisiseseid konverentse. Kadri Karu, manager of Frens Conference Services, has been working for Frens since Kadri Karu earned her Bachelor s degree in public administration in Besides her mother tongue Estonian, Kadri is fluent in English and also speaks Russian and Finnish. Having worked as a project manager for Frens Conference Services since august 1999, Kadri has been in charge of numerous national and international meetings. The latest addition to her professional knowledge dates from the IAPCO Seminar on Professional Congress Organisation in January Sirli Talisoo Sirli Talisoo töötab Frens Konverentsiteenuste sekretariaadi juhatajana alates aprillist Sirli omab bakalaureusekraadi ning on Tallinna Pedagoogikaülikooli magistrand organisatsioonikäitumise erialal. Sekretariaadi juhatajana on Sirli peamiseks tööülesandeks kõigi Frensi poolt teenindatavate konverentside osavõtjatega suhtlemine. Evelyn Silvet Frens Konverentsiteenuste projektijuht Evelyn Silvet töötab Frensis alates juulist 2001, projektijuhi ametikohal alates jaanuarist Evelyn omab bakalaureusekraadi saksa filoloogia alal. Erinevate konverentside ettevalmistamise käigus on Evelyn vastutanud kokku enam kui 3000 osaleja registreerimise eest ning tema juhtimisel on Frens teenindanud mitmeid rahvusvahelisi konverentse. Evelyn Silvet, project manager of Frens Conference Services, has been working for Frens since August Evelyn earned her Bachelor s degree in german philology in Given her education, Evelyn is fluent in German and English while she also speaks Russian. Having started from the position of the delegate service coordinator, Evelyn assumed the tasks of a project manager in January During her employment in Frens Evelyn has been responsible for registering more than 3000 participants and organising of several conferences and meetings. Sirli Talisoo joined the team of Frens Conference Services in April Sirli is currently writing her Master s thesis in the field of organisational behaviour. Besides her mother tongue Estonian, Sirli speaks English, Russian and Finnish language. Being the delegate service coordinator, Sirli is the main contact person for all the participants, handling most of the registrations as well as hotel reservations of the participants. We also valued the helpful and friendly attitude of all the Frens staff with whom we came in contact. It is always a great help to be able to rely on people like the Frens Conference Services. Görel Kjeldsen International Council for the Exploration of the Sea, Meetings & Conference Coordinator 10 Frens Konverentsiteenused
11 FRENS KONVERENTSITEENUSED Tel Fax Toompuiestee Tallinn
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