1.

Registration

•  pre-registration of delegates, confirmation, processing receipt of related payments

•  on-site registration and processing receipt of related payments

•  compile participant lists (alphabetical, nationality)

•  name badges (colour- or bar-coded)

•  manufacture registration-envelops (congress documentation)

•  compile and pack congress portfolio

•  manage congress secretariat

2.

Venue

•  desk research on country, city, venue (in co-operation with the Local Organising Committee)

•  negotiate terms and conditions on rental of venue, exhibition space, catering, audiovisuals etc.

•  (down)payments

3.

Hotels

•  negotiate options hotel rooms / block bookings

•  negotiate room rates, terms and conditions on payments

•  process reservations and payments

•  confirm hotel reservations and supply vouchers

•  process rooming lists

4.

Printing, mail handling, website

•  advise, prepare and co-ordinate all printing material

•  design congress logo

•  announcements (first-, second announcements, call for papers, final program)

•  congress- and housing registration forms, abstract forms

•  book of abstracts, proceedings, posters

•  process mail handling announcements and related congress documentation

•  co-ordination with printer

•  full service ICT provider for website (hosting, development, design, maintenance)

5.

Management and logistical aspects

•  consult judicial entity (e.g. Foundation)

•  process flowchart / time management congress activities + control progression

•  co-ordination with venue

•  inventory, co-ordinate and control audio-visual equipment / interpreter services

•  staff on-site (desk, preview room, hall assistant, cashier etc.)

•  on-site co-ordination supervising of all congress modules during the congress

•  produce scripts

6.

Logistical aspects concerning congress program

•  advise on day-to-day congress program

•  process abstracts, confirm receipt of abstract to authors

•  circulate abstracts to Scientific Committee and assessors

•  schedule oral/poster presentations according to assessments

•  process assessments and confirm results to authors

•  process abstract book or co-ordinate with publisher/scientific journal

•  compose program and index

•  invite faculty, chairs, moderators special guests

•  process applicable correspondence

•  accompany faculty, chairs, moderators special guests during the congress

•  provide related travel arrangements and hotel accommodation

7.

Logistical aspects social- and partner program

•  organise receptions or functions e.g. presidential cocktails, receptions hosted by city etc.

•  festive dinners

•  entertainment

•  (technical) excursions and partner programs

8.

Sponsoring / exhibitors

•  counselling / marketing of potential sponsors, exhibitors, revenues, ratings and rates

•  draw up a sponsor plan and sponsor packages including terms and conditions, 
remunerations etc.

•  draw up sponsor budgets

•  canvass potential sponsors, exhibitors and advertising in co-operation with local 
organising committee

•  draw up sponsor / exhibitor contracts

•  co-ordination sponsored items and advertising material

•  processing and administration of sponsor and exhibitors applications

•  process invoices, follow up and control related revenues

9.

Exhibition

•  draw up floor plan

•  prepare and send exhibitors manual

•  co-ordination booth construction

10.

PR

•  prepare a  PR plan in co-operation with organising committee and/or PR agency

•  set up a press-desk during the congress

11.

Finance

•  draw up initial over-all congress budget and keep progression-control

•  open bank accounts in the name of the client

•  control revenues / expenditures

•  financial administration and audit by chartered auditor (via organiser)

12.

Post-congress logistics

•  update participants lists

•  draw up final lists (alphabetical / nationality)

•  final control revenues and expenditures

•  draw up post congress budget

•  send ‘thank you’ letters