Fundraising and sponsor management:

• Finding potential sponsors in cooperation with the Local Organising Committee
• Production of Sponsor & Exhibitor Manual, including choice and pricing of different sponsorship opportunities.
• Administration and practical arrangements related to sponsors and exhibitors
• Exhibition management, including choice of exhibition area, mark up of exhibition spaces etc.

Financial counselling & management:

• Budgeting
• Financial counselling
• Final balance
• Audit

Congress Consultants takes full financial responsibility for the meeting economics following a common approval of the lay-out for the meeting. Congress Consultants works with an “open finance model”, which means that all vouchers, invoices etc. will be presented to the Local Organising Committee.

Venue & catering:

• Congress Consultants will advise the Local Organising Committee (LOC) on the choice of venue of suitable size, location and service level to accommodate the number of participants and the needs and requirements of these and the organisers of the conference
• Contracting; including agreements regarding catering, technical equipment, staffing etc.

Participant registration:

• Establishment and maintenance of online registration database
• Establishment of bank accounts and credit card agreements (for participant registration payments etc.)
• Handling of participant registrations onsite
• Handling requests from participants, including changes in registrations and cancellations
• Participant marketing, practical information and reminders
• Production of name badges
• Participants lists and statistics
• Debtor handling
• Handling VIP (speakers and board members etc.) registrations, travel and hotel bookings

It & Communication:

• Website establishment and maintenance, including e.g. uploading programmes and abstracts, general participant information and post conference information.
• Use of networking and community media to strengthen networking and information sharing before, during and after the conference.
• Webcasting presentations and events
• Online file sharing
• Participant marketing via email and new network media

Conference logo & materials:

• Design of a conference logo in cooperation with the organisers.
• Layout of first and second announcement.
• Layout and print of final programme and abstract book.

Abstract handling:

• Production and communication of abstract submission guidelines to possible abstract submitters
• Administration of abstract submission (by email or online submission), including notifications to submitters
• Online system for abstract reviews
• Production of abstract overview and statistics (to be used in the review process)
• Production and communication of oral and poster presentation guidelines
• Notification emails for abstract submitters when abstracts have been reviewed (oral/poster presentation)
• General correspondence with abstract submitters

Hotel administration & local transport: 

• Finding suitable accommodation in different categories
• Administrating participant hotel booking and VIP accommodation
• Finding local transport suppliers
• Arranging airport pick up
• Organising travel arrangements for speakers and VIPs