RANGE OF OUR SERVICES
 We are competent providers of all services required for organizing and running such events, including all activities prior to the event, running the event proper at the venue and a comprehensive follow-up.Please contact us. We would be pleased to make out an offer without obligation for your event/conference.
You may employ our services in full or in parts.

Budget

  • Meticulous budgetary planning, incl. all expected income and expenditures
  • Support in attracting subsidies from public authorities
  • Canvassing of corporate sponsor
Selection and leasing of venues
  • Consulting services for venue selection, including
    - choice of location,
    - size and number of rooms required,
    - transportation links,
    - accommodation for participants,
    - accessibility for the disabled
  • Handling of all contractual matters

Layout, printing and mailing of printed media

  • Drawing up of preliminary programs,
    • - the program brochure,
    - the volume of abstracts,
    - and the final report volume
  • Furnishing of registration forms,
    - entry tickets,
    - name tags,
    - documents for congress folders,
    - certificates of attendance,
    - and miscellaneous printed matter
 

Organization of the convention program
  • Registration of scientific speeches
  • Preparation of speeches for evaluation by an academic jury
  • Complete handling of correspondence with speakers
    • Convention correspondence with special guests (speakers, sponsors, etc.)
  • Drawing up of program schedule
    • Organization of poster sessions
  • Keeping speakers informed of details of their speeches/poster presentations
Registration of participants
  • Complete correspondence with both prospective and registered participants
  • Mailing of documentation for the meeting
  • Drawing up of up-to-date lists of participants
  • Handling of all financial registration details
Travel services and hotel reservations
  • Selection of hotels
  • Price negotiations and renting of blocks of rooms
  • Handling of hotel bookings for both participants and special guests
  • Travel services for participants and special guests
  • Drawing up of up-to-date reservation lists
    • Mailing of hotel vouchers and travel documents
Liaison with the media
  • Mailing of press releases about the subject matter of the convention
  • Invitation of journalists from the specialist press
  • Preparation and printing of press kits
  • Preparation and organization of press conferences
  • Production of advertising materials for the meeting
Organization of conference amenities
  • Provision of technical equipment for conference rooms and poster sessions
    • Miscellaneous room furnishings (seats, flowers, etc.)
  • Signage of conference venue
  • Provision of registration counter and staff
  • Production and distribution of conference documents and folders
  • Provision of other service staff (catering, etc.)
  • Hiring of conference interpreters
  • Setting up of slide check
  • Setting up a participant information system
  • Hospitality services for special guests
  • Organization and running of a special conference shuttle

Post-event follow-up

  • EDP monitoring of terms of payment
  • Presentation of a financial report at the end
  • Final conference report for the organizers

 
 


Luc Nijs
Michiel Neven
 
Ing. Lucie Schupkeova
Jean-Pierre Neven