We implement multiple project management tools to ensure smooth handling at every stage:

• Development of a detailed project timeline (including scheduled phone and in-person meetings)
• Assignment of a dedicated project manager available to address all your questions, ensuring your budget and requirements are met

Our financial department secures your cash flow and handles the tax obligations associated with your conference. We create a provisional budget that is continuously updated in real-time.

To create, develop, and enhance the visibility of your scientific event, we offer an essential package for organizing your conference. This promotion strategy is structured around three key phases: Before, During, & After your conference.

• Creation of a visual identity (logo, poster, web assets)
• Development and publication of a dedicated webpage for your conference
• Content writing and visual design for your webpage
• Emailing campaigns

With support from the Organizing Committee, we conduct scientific monitoring to identify emerging companies in your field. We leverage our network of contacts with renowned leaders and laboratories.

Our Partnerships and Sponsorship Manager oversees all interactions, from identifying partners to contract signing, and ensures follow-up on the event day to guarantee their satisfaction and the success of the partnership.

Our team includes a Clinical Research Associate who supports you in managing and coordinating the scientific program of your event.

• Coordination of the scientific program development
• Facilitating communication between the Organizing Committee and the Scientific Committee
• Continuous updates to the program (themes, titles, sessions, speakers, and abstracts)

On the event day, our team ensures the smooth running of the sessions, covering both technical aspects (audio-visual services and slide management) and schedule adherence (timekeeping, debate moderation, and Q&A management).

• Creation and management of the call-for-abstracts module
• Liaison with submitters and presenters
• Coordination with scientific journals for abstract publication
• Creation of an abstract book

• Handling speaker coordination and session summaries
• Maintaining a directory of all contributors

• Comprehensive management of audiovisual needs for seamless presentations
• Coordination with expert service providers for live streaming and recording
• Organization of hybrid sessions
• Technical and logistical supervision
• Management of hybrid registrations, ensuring easy access for participants

Registrations

Your participants are at the heart of your event and our expertise. We are happy to handle registration management:

• Development of a dedicated registration module
• Creation of multiple registration fee categories
• Follow-ups on unpaid registrations
• Issuance of registration invoices
• Management of training agreements
• Support for various payment methods
• Assistance with visa letter requests
• Distribution of attendance certificates

Accommodation

• Arranging accommodation for speakers (hotel bookings, transportation arrangements, dinner invitations, expense reimbursements, etc.)
• Coordinating transfers
• Managing air travel
• Providing real-time updates on room availability and accommodation offers

• Welcoming participants
• Managing conference rooms
• On-site preview station management
• Timekeeping and schedule adherence
• Handling unexpected issues
• Coordinating with speakers

From sending invitations to speakers to selecting the caterer, booking the venue, and organizing the gala dinner—trust us to handle every detail!

• Catering tenders
• Organization of the congress dinner and lunch breaks
• Venue booking
• Management of partner sessions
• Selection of service providers for technical equipment (lighting, seating, etc.)
• Signage design and placement

• Sending thank-you emails to speakers, partners, and attendees
• Follow-ups on outstanding payments
• Financial reporting
• Debriefing and identifying areas for improvement for future editions

Development of a 10-page website, including:

• Home
• Committees
• Program
• Call for Abstracts
• Registrations
• Partners
• Practical Information
• Accommodation
• Venue and Directions

Option 1: The conference or organization already has existing accounts.

• Delivery of a social media communication kit with a content calendar aligned with the email campaign (e.g., Save the Date, Call for Abstracts, Registrations, 1-Week Countdown).
• Creation of visuals and captions.
• Creation of a LinkedIn event page.

Option 2 : The conference or organization does not have existing accounts.

• Creation and setup of a dedicated page.
• Development of visuals and content.
• Scheduling and publishing up to 15 posts, aligned with the email campaign.