Service Requirements and Advantages - Conference Services

Transcription

1 Bringing together competence and capacity. inspires. effects!

2 1. Choice of dates and location 2. Time management discover your strengths. 3. Financial management 4. Organisation of scientific programme 5. Production of advertising materials and stationery 6. Marketing and PR 7. Looking after speakers and VIPs 8. Online registration and hotel booking 9. Events and supporting programmes to accompany the conference About our services On the following pages you will find our range of services, which is based on singular modules. You are free to combine various modules and even single services to perfectly fit your individual demand. We are pleased to make you an individual offer Buying in and coordinating other services 1 1. Surveys and statistical evaluation 1 2. Acquisition of marketing partners 1 3. Acquisition of exhibiting companies

3 coordinating efficiency and benefit perfectly. Help you to select the ideal conference dates Check for clashes and overlaps between dates and target groups Check the suitability of different venues, and compare what they offer Check contracts and negotiate with the conference venue Plan spatial requirements Module 1 Choice of dates and location

4 we make your time into money. Draw up a detailed time schedule (plan of action) Define areas of responsibility Regular reporting and time management Prepare, support and log seminars and meetings Conduct rounding-off talks Draw up a final report Module 2 Time management

5 more efficiency for your euro. Module 3 Financial management Draw up conference budget Advice about conference financing Interest-free pre-financing of conference Assistance in gaining public subsidies Controlling Setting up a conference account at a German bank Managing all income and expenditures through the conference account Incoming invoices checked for accuracy by project management Invoices paid following approval by event organiser Regular accounting of material and outside expenses Account entry of incoming and outgoing invoices (client accounting) Draw up prior tax and turnover tax returns for submission to the tax authorities Interim account eight weeks after the end of the conference Final account after all invoices have been received

6 worldwide competence, competently presented. Module 4 Organisation of scientific programme Creation of an online abstract form (talks, posters, videos) Media advice on online abstract management Archiving submitted abstracts Sending initial confirmation s to people submitting abstracts Organisational preparation of online assessment Sending out letters of acceptance and refusal by Room planning Assembling abstracts for publication Organisation of poster presentation Organisation of receipt of media Organisational support for general assemblies

7 the instruments you need for a concert of publicity. Module 5 Production of advertising materials and stationery Draw up proposals for visuals and designs Advise on format, structure and scope Structure and prepare content Organise advertising space Define print runs Coordinate correction procedures Monitor printing and delivery

8 reach people, not just addresses. Module 6 Marketing and PR Define target group Select addresses from our own database Acquire outside address lists Integrate these into the database according to the organiser s requirements Coordinate mailshot campaigns Manage addresses even after the conference Supply address lists to organiser Plan presentation at theme-related conferences Post event in appropriate parts of magazines, journals and online conference diaries Plan website

9 accommodating every need. Module 7 Looking after speakers and VIPs Correspondence with speakers and guests of honour relating to travel, hotel and supporting program Coordinating technical requirements and presentation modalities Definition of honorary guest status Registration and hotel bookings for speakers and guests of honour Draw up booking and equipment lists Draw up a directory of speakers Coordinate shuttle service Set up and man a counter for speakers and guest of honour at the venue, with qualified Intercongress staff Organise a lounge for speakers and guests of honour

10 real-time commitment. Module 8 Online registration and hotel booking Select centrally situated hotels in various categories Negotiate contracts and block bookings Monitor deadlines for cancellations Design registration form Collect registration details Invoice and confirm delegates Draw up delegate and booking lists Collect fees Handle re-bookings and cancellations Manage arrears Produce personalised conference documents and name tags Coordinate the composition of congress bags Design and print registration forms for use at the venue Set up and man a registration counter with qualified Intercongress staff Project management supports conference at the venue throughout its whole duration

11 everything that goes with it and every possibility. Module 9 Events and supporting programmes to accompany the conference Draw up proposals and advise Select venue and negotiate contracts Organise catering Organise artistic program Provide decoration, signage, event equipment Design stationery (such as entry tickets, menus, programmes) Organise transfers Deduct applicable fees (television fees, artists social insurance) Set up and man a counter for supporting programme bookings at the venue with qualified Intercongress staff Coordinate all of the service providers and assist with the event at the venue

12 team-spirit in action. Module 10 Buying in and coordinating other services Event equipment Outside staff Translation services Conference photography Decoration Signage Catering Conference insurance Press agency Travel agency Official carrier Medical service

13 people are the multipliers. Statistical evaluation of registration data (delegates and industry) Define survey objective and target groups Design questionnaire Coordinate execution of survey Statistical evaluation of survey results Module 11 Surveys and statistical evaluation

14 joining together partners, interests and synergies. Module 12 Acquisition of marketing partners Draw up a concept presenting advertising and presentation possibilities to industry partners Acquire industry partners Organise company workshops Advise companies on specific possibilities for advertising and presentation Accounting and collecting fees for the services Assist companies in the implementation process Project management supports companies at the venue throughout the duration of the conference

15 you enjoy the success, we take responsibility. Module 13 Acquisition of exhibiting companies Inspect and plan the exhibition areas Define categories Calculate rental prices and rental overheads Design and print registration forms for industry Acquire exhibitor companies according to requirements Allocate booths in coordination with the organiser Draw up and update exhibition plans Draw up a service portfolio for the presentation of additional services Obtain the necessary permits Follow-up campaigns Send out confirmations/invoices to exhibiting companies Collect exhibition fees and arrears Draw up an exhibition directory Mediate and calculate additional orders Coordinate the measurements of booths Monitor and coordinate set-up Set up and man a service counter at the venue with a qualified member of Intercongress staff The project management assists at the conference venue throughout the duration of the conference Coordinate disassembly Send out letters of thanks

16 selected references and partnerships For a complete list of all references and partners visit AG Heimbeatmung und Respiratorentwöhnung e.v. und Deutsche Gesellschaft für Pneumologie & Beatmungsmedizin e.v. Jahrestagung der AG Heimbeatmung & Respiratorentwöhnung und Beatmungssymposium der DGP Seit 2008: 800 Teilnehmende, 40 Unternehmen Berufsverband der Augenärzte Deutschland e.v. Augenärztliche Akademie Deutschland Seit 2002: Teilnehmende Deutsche Gesellschaft für Handchirurgie und Deutsche Arbeitsgemeinschaft für Handtherapie e.v. Kongress der DGH & DAHTH Seit 2007: 650 Teilnehmende, 40 Unternehmen Deutsche Vereinigung für Schulter- und Ellenbogenchirurgie e.v. Jahrestagung der DVSE Seit 2003: 450 Teilnehmende, 35 Unternehmen Deutsch-Österreichisch-Schweizerische Gesellschaft für Orthopädisch-Traumatologische Sportmedizin Jahreskongress der GOTS Seit 2001: 500 Teilnehmende, 55 Unternehmen Deutschsprachige Arbeitsgemeinschaft für Arthroskopie Kongress der AGA Seit 1999: 900 Teilnehmende, 60 Unternehmen European Society for Developmental Psychology European Conference on Developmental Psychology 2007: 800 Teilnehmende, 20 Unternehmen European Society of Sports Traumatology, Knee Surgery & Arthroscopy ESSKA Congress Seit 1994: Teilnehmende, 50 Unternehmen German Cochrane Centre Cochrane Colloquium 2008: 900 Teilnehmende, 20 Unternehmen International Society for the Study of Behavioural Development Biennial ISSBD Meeting 2008: Teilnehmende, 20 Unternehmen Deutsche Gesellschaft für Orthopädie & Orthopädische Chirurgie e.v., Deutsche Gesellschaft für Unfallchirurgie e.v. und Berufsverband der Fachärzte für Orthopädie und Unfallchirurgie e.v. Deutscher Kongress für Orthopädie und Unfallchirurgie (DKOU) Seit 1998: Teilnehmende, 250 Unternehmen

17 there for you. Wiesbaden Intercongress GmbH Wilhelmstraße Wiesbaden fon +49 (0) Freiburg Intercongress GmbH Karlsruher Straße Freiburg fon +49 (0) Düsseldorf Intercongress GmbH Düsseldorfer Straße Düsseldorf fon +49 (0) Berlin Intercongress GmbH Mommsenstr Berlin fon +49(0) welcome@intercongress.de