A comprehensive or flexible package – the choice is yours
Depending on your needs and how your event is organised.
Budget management
Comprehensive financial support to safeguard, manage and optimise your event budget.
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We provide comprehensive financial management for your conference:
- Drawing up the provisional budget.
- Developing the funding plan.
- Monitoring revenue (registrations, grants, partnerships, sponsorship).
- Monitoring expenditure and commitments.
- Managing quotations, purchase orders and approving expenditure.
- Monitoring cash flow.
- Regular financial dashboards and reports.
- Analysis of variances between forecasts and actual results.
- Preparation of the event’s financial statement.
Strategic management of the conference
From conception to delivery, we coordinate the entire project to ensure the smooth running and success of your event.
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We coordinate the entire project to ensure it runs smoothly:
- Drawing up the overall project timetable.
- Drawing up the reverse schedule.
- Organising and chairing steering committee meetings.
- Coordinating the various partners and service providers.
- Monitoring decisions and action plans.
- Managing risks and anticipating unforeseen events.
- Monitoring progress across the various phases.
- Tracking performance indicators.
- Supporting organisers in their decision-making.
The secure registration platform
An intuitive digital solution to centralise registrations, automate confirmations and ensure personal data is managed in accordance with regulations.
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We provide a comprehensive and customisable tool:
- Creation of the platform in the event’s branding.
- Configuration of participant categories.
- Management of registration forms.
- Secure online payment.
- Automatic generation of confirmations.
- Issuing invoices and receipts.
- Management of preferential rates and promotional codes.
- Management of access badges and attendance lists.
- Exporting databases.
- Compliance with GDPR requirements and data security.
Abstract and scientific committee management
Dedicated tools to support scientific committees in organising, reviewing and selecting papers.
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We manage the entire scientific process:
- Setting up the abstract submission platform.
- Configuring themes and categories.
- Receiving and checking submissions.
- Managing authors and co-authors.
- Automatic or manual allocation to reviewers.
- Managing conflicts of interest.
- Monitoring reviews.
- Following up with reviewers.
- Notifying authors of decisions.
- Management of final versions.
- Preparation of oral and poster presentations.
- Supporting the scientific committee throughout the process.
Developing the scientific programme
From planning sessions to operational updates, we provide comprehensive management of the scientific programme.
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We are putting together a coherent and flexible programme:
- Coordination with the scientific committee.
- Developing the programme structure.
- Organising the sessions.
- Drawing up timetables.
- Coordinating speakers.
- Managing attendance confirmations.
- Collecting biographies and presentations.
- Managing time constraints.
- Continuously updating the programme.
- Producing promotional materials (website, app, printed programme).
Submitting funding and sponsorship applications
From preparing grant applications to liaising with sponsors, we provide comprehensive management of your partnerships.
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We provide support with securing and managing funding:
- Identifying potential funders.
- Compiling grant application dossiers.
- Drawing up partnership proposals.
- Drafting sponsorship proposals.
- Monitoring applications.
- Managing agreements.
- Administrative follow-up with partners.
- Invoicing partners.
- Monitoring contributions.
- Coordinating exhibition and visibility spaces.
- Preparing progress reports for funders.
On-site logistics and coordination
From coordinating service providers to welcoming participants, we ensure that every stage of your conference runs smoothly.
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We handle the operational management of your event:
- Finding and booking venues.
- Coordinating technical service providers.
- Managing catering.
- Organising transport and accommodation.
- Layout of the event spaces.
- Signage management.
- Coordination of set-up and dismantling.
- Management of exhibitors.
- Organisation of participant reception.
- Coordination of volunteers and teams.
- Support for speakers.
- Handling of unforeseen circumstances.
- General supervision throughout the conference.
Comprehensive administrative management of registrations
From checking applications to follow-ups and reporting, we centralise administrative management to ensure optimal organisation.
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We handle the entire administrative process for participants:
- Opening and managing registrations.
- Managing individual files.
- Checking supporting documents.
- Confirming registrations.
- Managing waiting lists.
- Managing changes and cancellations.
- Tracking payments.
- Issuing quotations, invoices and receipts.
- Sending administrative and financial reminders.
- Managing group bookings.
- Responding to participants’ enquiries.
- Providing support by telephone and email.
- Producing lists of participants.
- Printing badges.
- Managing attendance certificates.
- Providing regular reports to the organising committee.
- Archiving files and completing the administrative closure of the event.
WOULD YOU PREFER A...
TURNKEY SOLUTION
We take full responsibility for the entire conference, from strategic management through to the closing ceremony, handling everything on your behalf.
BESPOKE SOLUTION
ou choose the modules you need — logistics, registration, communications — to suit your internal organisation and budget.
