Organising a conference entails the involvement of many different people. Assigning overall control to one individual can make all the difference, as wires often get crossed when different parties are working on a project. Continual communication with everyone involved is the key to success. This entails coordinating the input of contributors at every level, all the way from the stand builder to the professor, from the marketing consultant to the doctoral candidate, and from the secretary to the governor/association officer. This requires the ability to continually switch between areas of focus and an instinct for knowing what information is needed and when. I act as the linking pin between all of the parties involved and only discuss with you those matters that require your attention.
Most conference organisers adhere to exacting procedures and are required to work fast, meticulously and to hard deadlines. International conferences also require coordination between suppliers in different countries. I work from deadline to deadline and ensure that all preparations go smoothly. I can offer you support for every step of the process, allowing you to focus on the content of your programme and presentation.
We take the following steps when organising your participation in a conference:
- preliminary meeting: we discuss the aim of your presentation, the target group, venue, number of invitees, etc.
- contact with the conference organisers (congress company) and requesting of the schedule and procedures. Review of the specific requirements of the conference organiser in question
- drawing up of a schedule and delivery of the required data and materials, working from deadline to deadline (exhibition management)
- coordination with the marketing consultancy and other suppliers
- final check before the event
- on-site coordination during the event, or off-site availability
- after-care and evaluation
- organisation of a social programme for your valued guests. This often includes a cultural activity and a dinner at a top-class restaurant