Conference Management

We carefully study the industry and whenever there is a possible connection between your specialisation and conference topic we step in with a gentle proposal to cooperate. We are aware that your busy schedule often doesn't allow setting up all the necessary networks and logistics to get a new event or conference started. C-I will work on your behalf by finding the right people and institutions required to start building your project.

Building a Committee

C-I will tie everything together by helping you discover your marketing position and assembling the right people to make your event successful. Building a solid platform for your vision requires us to liaise with convention bureaus, organising committees and numerous suppliers. To achieve this, we have built an extensive network of relationships that are at your disposal.

Presentation

Being a part of your presentation team, we will always be ready to assist you in any way, providing you with our expertise and support. Expressing your vision to gain full support requires well targeted articulation, so let us contribute to this by proposing the best-fitting medium for your message.

We have contracted long-term partnership arrangements with major conference venues, hotel chains and independent resorts and hotels. The outcomes of this are better prices for our clients, standardised contracts that allow customization, reduction in liability and a significantly streamlined negotiation process.

Venue management includes:

• Selection and presentation of possible venues
• Negotiation on rates and conditions (ie. deposit payments, payment & cancellation conditions)
• Contracting the Venue or Hotel
• Conference room booking and invoicing
• Room allocation (break out rooms, offices, exhibition, etc.)
• Selection and coordination of technical equipment for the conference
• Logistical planning and coordination at the venue
• On site conference secretariat management
• Planning and coordination of safety and security measures with local representatives
• Layout, print and positioning of delegate and speaker signage

Transparency and open books are two essential components of our work. Feel free to follow up on the financial details of your event whenever you wish. All vital documents, including audit-ready financial statements, will be provided at the end of your conference. As a financially balanced company, we offer pre-financing as well as risk share contracts.

Thanks to the sophisticated software cmOffice, abstract authors are able submit, review and change abstracts on-line. The scientific committee is able to review the submitted abstracts and process the evaluation online from anywhere in the world, allowing valuable time for the conference program.

With the environment in mind, we offer a number of different technological alternatives, for example memory sticks and e-posters, which we use for the presentation as well as sharing of posters and papers.

Our services include the planning of sessions for your events including time slot management, meeting rooms reservation, resource management as well as the organisation of conference speakers and session chairs. All the changes made in the Program Manager are directly projected onto the online programme application linked to your conference website.

With everything from on-site technical necessities to travel and accommodation reservations, we ensure that your speakers will approach the stage with confidence.

C-I will also handle the production of your program and the overall logistics, which are associated to the matters of the conference program.

All your participants' requests related to conference registration, accommodation and social programme booking and abstract processing are managed using one unique login, established during the intital registration process. This user account can be used repeatedly for all conference purposes as well as any other future events organised by C-I.

The system features on-line payments processing, automatic request and final payment confirmation.

The system allows real-time reports on conference status (number of registrations, booking overview, payment status, etc.).

Our reputation of surpassing the expected attendance derives from our proficiency in strategic communications and marketing.

C-I provides assistance relating to promotional material as well as media campaigns. We will represent your event to potential sponsors, potential participants and any other stakeholders.

We carefully research the proper market to reach your target market; making sure that your event is a success in terms of the financial outcome.

Our services include the overall management concerning finances and all related aspects, such as: management of bank accounts, cash flow, taxes, preparation of accounts as well as invoicing and payments.

Among C-I values is the ability to organize events while meeting the highest standards, respecting the budget and delivering the conference objectives. Cost effective income management, transparency and open books are financial essentials which we always apply.

We aim to build a long term partnership with our clients through understanding their vision and aims in reaching the event's goals. As a financially balanced company, we offer conference pre-financing as well as risk share contracts with guarantees in terms of the financial outcome.

We provide help with the identification and development of opportunities concerning sponsorship as well as the marketing opportunities of sponsorship to potential sponsors.

Industry sponsorship and maintaining a good relationship with sponsors are vital aspects and major sources of income for events. Our Industry Liaison Department helps with the development of contacts with potential sponsors for organizations and committees whilst liaising with the industry and guaranteeing beneficial relationships for all who may be concerned.

Industry liaison administration includes:

• Analysing potential sponsor revenue and pricing
• Preparing participation conditions and contracts
• Preparing sponsors packages (satellite slots and shopping lists)
• Sponsor account management - liaison with companies over rooming, technical and catering requirements for satellite symposia
• Mailing to prospects, negotiation with potential sponsors
• Finalizing contracts
• Processing payments, reminders
• Coordinating sponsored events, items and advertising materials
• Communicating with printers and publishers
• Processing sponsor bookings and payments

Our company services include the overall management of the exhibition:

• Concept creation
• Exhibition floor plans
• Exhibition manual
• Top quality supplier selection
• Allocation and sales of the exhibition space and related services
• Communication with exhibitors
• On-site support
• Invoicing and organising of setting up and dismantling of exhibition

Our services include design as well as the production of all conference printed materials such as program books, abstract books, lists of participants, badges and any other congress materials.

We manage a wide variety of social program activities. Our company will handle pre and post conference events, as well as all transportation.

Event Management

• Setting up and presenting a plan for the different social events
• Coordinating and running the event
• Negotiating with the different providers (event venues, catering, artists, etc.)
• Drawing up of detailed plan including rehearsals for all performers
• Supervision of the event on site
• Supervision of tear down after the event

Social Tours

• Selection of interesting day or pre / post-conference tours suited to the participants and subject of the conference
• Reservation of buses and / or destinations (museums, restaurants, etc.) included in the tour
• Allocation of suitable guides with the relevant local knowledge for each tour
• Set-up of tour desk at conference venue to sell additional tickets and provide information
• Coordination of all tours

Any request or wish that would enhance the message of your sponsors and speakers will be made accessible. Besides the standard AV technology, our services include the option of webcasting and conference apps for mobile devices (Android, Apple and Blackberry). In order to keep the atmosphere of your conference lively, we will help with any social media as well as on-site networking solutions.

C-I is aware of suppliers that have an active green policy. For our events we take recycling as a serious issue.

After months, and sometimes even years of preparation, our trained and experienced team together with pre-qualified third party suppliers making sure that all event components are performed in professional and accurate manner resulting into the overall success of your conference.

Our services regarding general management include insurance, CRM, data management as well as human resources. All logistics are coordinated by a dedicated project manager (your main contact), who will handle your event from beginning to end.