Conference Management: Onsite | Virtual | Hybrid


Registration & Contract Negotiation

  • Administration including secretarial functions and maintaining a database of participants
  • Registration and related administration (includes real time reports)
  • Contracts – negotiate and manage contracts with all suppliers
  • Conference venue – negotiation, liaison and set up
  • Health & Safety negotiation and management



  • Preparation & management of conference budget
  • Secure online payment facilities
  • Invoicing and follow up on outstanding payments
  • Provision of VAT documentation
  • Reconciliation and payment of all accounts
  • Preparation and submission of final accounts  


Exhibition Management

  • Maintain trade database
  • Design of floorplan 
  • Set up of online exhibition booking system on website
  • Marketing of exhibition to trade 
  • Manage exhibitor contracts and collect exhibition fees
  • Liaise with conference venue on exhibition. (Onsite)
  • Negotiate and liaise with supplier of shell schemes, power supply and lighting (Onsite)
  • Manage Health & Safety requirements (Onsite)
  • Manage set up of exhibition and ensure that exhibitors’ needs are met (Onsite)



  • Database of sponsors
  • Marketing to sponsors
  • Invoicing of sponsors and negotiation of benefits
  • Compilation and management of educational grants


Marketing & Design

  • Conference Identity – logo and conference branding
  • Website design, set up and maintenance
  • Conference App design, set up and maintenance  
  • Marketing of the conference
  • Printing & Design – In-house graphic design of conference ads and collateral,  printing of all conference materials


Abstract & Speaker Management & Scientific Programme

  • Setting up and managing an online abstract management system 
  • Liaison with invited speakers with regarding logistics
  • Management, with scientific committee, of conference programme
  • Audio visual speaker requirements and management of AV process
  • All presentations (where permission has been given) are loaded onto the website post conference
  • Management of site visits or pre/post conference workshops 
  • CEU/CPD: Apply to accreditation body for points and set up electronic monitoring system


Travel, Tours, Accommodation & Transport

  • Accommodation - negotiate rates and manage block bookings at hotels.
  • Transport - co-ordination and management
  • Air travel - negotiate air partner if required
  • Manage bookings for VIP's and Speakers
  • Visa's - assist delegates with information on obtaining visas to enter the country if required
  • Organise pre and post conference tours - and set up of tour desk at venue for international conferences



  • Social Functions
  • Award Dinners
  • Sponsor Functions


Media Publicity 
(through an associate company at an additional cost)

  • Preparation of media publicity strategy and budget
  • Compilation and distribution of press releases before, during and after the event
  • Liaise with suitable journalists for coverage in various media 
  • Co-ordinate all press information and press kits
  • Set up interviews for speakers and press photos
  • Arrangement of press conferences and management of media centre