Specific Services

BUDGETARY PLANNING AND CONTROL

• Setting objectives and making a business plan.
• Forecasting the cash flow. Setting financial parameters and guidelines.
• Amending the original business plan.

LOGISTIC SECRETARIAT

• Coordinating with the event initiator, speakers, participants, suppliers.
• Mailing of invitations, registration forms, information.
• Receiving and managing abstracts.
• Receiving registration forms and participants' fees.
• Preparing and mailing invoices.
• Updating documents and lists.
• Making payments.
• Managing site registration procedures and delivering badges, conference kits etc.

RECREATION AND SOCIAL ACTIVITES

• Planning and organizing welcome receptions, ice-breaker events, get-together parties, theme parties, dinners.
• Recommending and providing entertainments, défilés, historical costume processions, concerts.
• Recommending and organizing special performances, business-theatre sessions, team building activities, wine tasting, cooking courses, creative workshops.
• Organizing chartered guided visits and excursions, recommending exclusive itineraries "off the beaten track".

VENUE SELECTION AND TECHNICAL ARRANGEMENT PROCEDURES

• Researching possible suitable venues (hotel, convention centre, local heritage site, ship, management centre, university, theatre).
• Providing sign service inside and outside the selected venue.
• Recommending function areas arrangements and layouts.
• Special setups: cyber-cafés, coffee-points, meeting and relaxation areas, chill-out rooms, etc.
• Taking care of flower arrangements.
• Providing special effects.
• Thoroughly controlling in-house technical equipment and A-V resources and selecting third-party suppliers for state-of-the art technology.

FOOD AND BEVERAGE ARRANGEMENTS AND MANAGEMENT

• Determination, negotiation and arrangements for all facilities, services and equipment that event food functions require, on and off site.
• Suggestions for menus, table arrangements and decorations, types of service, waiter uniforms.
• Making and/or distributing of posters, signs, seating lists, place cards, menus, gifts.

MULTI-LANGUAGE RECEPTION AND ASSISTANCE/TRANSFERS

• Meet & greet services at the airport, railway station etc.
• Multi-language assistance at hotels, conference centre, special sites and during tours and excursions.
• Chartered ground and water transfer services.
• VIP transportation.

PRINTED MATERIALS

• Graphic design consultancy.
• Planning and preparation of promotion, publicity and information materials.
• Creating and printing of badges and conference materials.
• Compilation and publication of conference papers.

HOUSING AND RESERVATIONS

• Selection of suitable hotels.
• Management of attendees' accommodation needs and reservation requests.
• Compilation and mailing of official confirmation document.
• Compilation and transmission of rooming lists to hotels.

INTERPRETATION AND TRANSLATION

• Selection, provision and management of interpretation facilities, qualified professionals and.
• State-of-the art technology.

SPONSOR RESEARCH

• Evaluation of benefits for possible sponsors.
• Compilation of requests for sponsorship.
• Assistance to sponsors during the event.
• Sponsor follow-up.

ORGANISATION OF SCIENTIFIC EXHIBITION

• Consultancy on exhibition booth setup, as an integral part of the event.
• Assistance to exhibitors to maximize their benefits.
• Exhibitor follow-up.

PRESS OFFICE

• Thoroughgoing public relations activity with the press to ensure media coverage.
• Preparation and transmission of press releases.
• Organising press-conferences.

BOOKING

• Booking service for plane, train, ferry tickets.
• Negotiations with carriers for special fares.
• Organising of pre and post conference tours. (In collaboration with a well known travel agent)

Further information and contacts