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    CONFERENCE
    MANAGEMENT
    - a One STOP SOLUTION -


    Pre-conference strategy to
    post conference wrap up - we take care of it all!

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    Exhibitions
    Stalls & kiosks


    Numerous options • Endless Possibilities

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    Weddings
    Reunions & Parties


    We just want to make sure you have a great time.

Conference Management

We specialize in giving our undivided attention to every meeting, conference and event. The complete conference management package puts our team “on top of things”, overseeing a comprehensive array of services. We ensure that there is no compromise, and the objectives are completely met.


PRE CONFERENCE

Establish format and dates • Schedule committee meetings • Fix preliminary budget • Assist in opening conference bank account • Make site inspections, negotiate and finalise the venue • Coordinate appropriate licenses and permissions (local & national government, Ministry and corporation letters as required) • Establish realistic timelines and deadlines
Liaison with speakers and conference committee • Obtain presentation materials from speakers • Negotiate hotel accommodation to suit all budgets • Single point of contact for organizers, speakers and delegates
Create mailing lists, press kits and other advertising material for both print and online media • Conference website designing • Designing and printing of all conference materials like brochures, flyers, program booklets, certificates • Sending of EDMs (Electronic Direct Mail) & SMS/Texts to delegates
Liaise with venue regarding availability of halls • Identify and negotiate special rates with hotels in the vicinity • Coordinate food and beverage requirements • Create special menus if required • Design & print signage at venue • Provide an on-site office facility • Coordinate audio-visual equipment • Ensure sponsors display boards, banners, posters, direction boards etc. are in place • Setup ground transportation facilities
Assist in getting clearances from concerned government ministries • Assist foreign delegates and faculty get visasCoordinate with the concerned bodies to get the Continuing Medical Education (CME) credits
Evaluate, negotiate and insure the conference from unforeseen natural calamities
Determine staff requirements • Recruit volunteers or hire required manpower • Conduct staff training
Coordinate press meets if required, either directly or through Public Relations agent • Identify security and parking needs • Select & purchase souvenirs, gifts and awards • Arrange recreational/sightseeing activities • Assist in organizing entertainment for spouse • Negotiate air travel and car rental discounts • Negotiate decorator services • Arrange for floral decoration, photography, music & other entertainment
Provide a comprehensive solution for the entire registration and abstract submission process • Periodic follow-ups • Distinction of having handled over 350 conferences and hosted over 2,25,000 delegates

DURING CONFERENCE

Hall management • Check the arrangement for meetings and events • Position signage and room locators • Supervise set-up of exhibits • Coordinate materials delivery to session venues • Plan food and beverage services • Distribute gratuities
Establish on-site procedures and organize the set-upSupervise on-site registration staff • Expedite check-in, check-out procedures • Scan & provide badges and other conference materials • Create efficient on-site & spot registrationsDistribute meeting materials and handouts
Organize inaugural functions as per protocol • Brief and coordinate Master of Ceremonies

POST CONFERENCE

Prepare and disburse certificates (participation, special mention, etc) • Make the final & spot registration report • Make the final accommodation report • Collate all bills from vendors and audit • Prepare expenses statement • Process refunds if any • Review and submit complete financial report with all bills and expenses
Review and approve the hotel master account and invoices for payment • Provide closing financial reports and meeting summary
Send individual acknowledgements to delegates • Send 'thank you' notes to the presenters and the committee

REGISTRATION AND ABSTRACT MANAGEMENT

A complete online solution/package for conference management with a user friendly front-end and an uninterrupted support for the back-end, built on a solid onsite experience of over 20 years in the field of conference management. Special systems are in place to receive abstracts and other scientific information.

With our state-of-the-art online system, registration becomes quick and simple. Participants receive automatic confirmation through email and sms. The data that is submitted online is secure. Report generation is seamless as the data flows effortlessly to the database and reports in any form can be generated, making the whole system function as an efficient centralized data management system.



Handle all enquiries • Process payments through all modes (Credit & Debit Cards, Cash, Wire Transfers) • Process registrations online using a state-of-the-art system, developed in-house • Establish on-site registration procedures • Prepare name badges, speaker cards • Print and distribute program booklet, posters & brochures • Distribute kit bags to delegates, faculty, and accompanying persons • Receive abstracts and other scientific information, duly acknowledge and print

OUR RANGE OF SERVICES

STRATEGIC PLANNING • CREATIVE SERVICES • E-MARKETING • SOCIAL EVENT PLANNING • TRAVEL PLANNING • CONFERENCE PLANNING, MANAGEMENT AND MARKETING • CONSULTING • FINANCIAL MANAGEMENT • PROFESSIONAL WEB DEVELOPMENT • GOVERNANCE AUDITS • MEMBERSHIP DEVELOPMENT • PUBLIC RELATIONS AND COMMUNICATIONS • DIRECT MARKETING • PUBLICATIONS • PROJECT MANAGEMENT • MEMBERSHIP SERVICES


EXHIBITION MANAGEMENT

As part of conferences or as a stand-alone service, we provide customized solutions in exhibition management.


Layout & Construction

Procuring stall layout as per hall design • Coordinating vendors for stall design, erection and aesthetics

Exhibitor Liaison

Liasoning with the exhibitors • Assembling & distributing exhibitor kits

Customised Solutions

Understanding specific exhibitor requirements and providing solutions to suit their individual interest and budget

Association Management

Letting associations grow by taking care of day-to-day operations


Why we should manage your Association

Our goal is to help the association grow by ensuring that the office bearers focus on professional and academic issues of the association, leaving the day-to-day operations to us.

Depositing cheques, issuing and mailing receipts for payments received and such other mandatory chores will be handled by our team. Our team will coordinate with the association office periodically to ensure bank account updation, communication with members, maintenance of members database and more importantly, coordinating Executive Committee (EC) / Annual General Body Meetings (AGM), and the holding of elections.

Our team will also facilitate society registration, auditing of accounts and filing tax returns.

Operations

Maintain an updated membership database • Coordination of Executive Committee (EC) meetings / Annual General Meeting (AGM)

Communication

Public relations & communicationsDesign, print & distribute journals, newsletters and other promotional material

Events

Organize seminars, tutorials, lectures, workshops • Assist in conducting industry surveys

Compliance

Handle financial management and governance audits • Develop and publish data on a public website

352
Events
171
Delegates
(in Thousands)
84
Venues
56
Cities

Events

We work with you to ensure that every idea conceived is executed to perfection, and well within budget too. All you have to do is smile and enjoy!


Weddings

From theme/destination weddings at a beach/hill resort, to traditional weddings at mandaps, we handle all aspects - from bigger things like venue coordination, mehendi, sangeet, baraat, catering, reception, entertainment, to minor but essential things like return gifts.

Reunions

Meeting your school/college/work friends after decades should be all about having fun, reliving memories and making new ones. Leave the logistics to us.

Corporate Events

Road shows / Trade Shows / Expos, Awareness Programs, Workshops, Seminars, Product Launches, Executive Retreats, Team Building Events, Shareholder / Corporate Board Meetings and several other events.

We will give you a choice of venues, caterers, florists and other vendors as per your religious and cultural requirements.


Logistics

Venue, Service, Catering, Security, Shopping, Transport, Accommodation and more!

Aesthetics

Decorations, Beauticians, Invitation design, Return gifts, Cultural programs, Entertainment and anything else you can think of!

Memories

Photography, Videography, Live Streaming, Return gifts, Awards, Mementoes and things that leave a pleasant lasting impression behind!

Testimonials

352
Events
171
Delegates
(in thousands)
84
Venues
56
Cities

Upcoming Events

27th May - 29th May 2022

2nd ANNUAL CONGRESS OF THE WORLD HEADACHE SOCIETY 2022

SHERATON GRAND, BANGALORE

Physical

Website

03rd May - 04th May 2022

NIMHANS ALUMNI MEET

NIMHANS CONVENTION CENTRE, BANGALORE

Physical

15th July 2022

BLOOD TRANSFUSION TEACHING COURSE 2022

BANGALORE

Virtual

Website

29th - 31st July 2022

FALS COURSE (FELLOWSHIP IN ADVANCED LAPAROSCOPIC SURGERY) - HPB (HEPATO-PANCREATICO-BILIARY) SURGERY

GRT GRAND HOTEL, CHENNAI

Virtual

31st July 2022

NEURO UPDATE CHENNAI - WEBINAR

CHENNAI

Virtual

Website

05th - 07th August 2022

ECON 2022

O BY TAMARA, THIRUVANANTHAPURAM, KERALA

  • Physical
Website

19th - 21st August 2022

ISA STROKE SUMMER SCHOOL 2022

Udaipur

  • Physical
Website

25th - 27th August 2022

ICONS OF SCARF 2022

HOTEL HYATT REGENCY, CHENNAI

  • Asian Congress of Schizophrenia Research
  • Website

02nd - 04th September 2022

AOCNA

  • Virtual

02nd - 04th September 2022

APOLLO COLORECTAL SYMPOSIUM 2022

HOTEL HYATT REGENCY, CHENNAI

  • Physical

03rd - 04th September 2022

CUTICON 2022

SRI RAMACHANDRA MEDICAL CENTRE, CHENNAI

  • Physical
Website

09th - 11th September 2022

ISACA 2022

  • Physical
Website

19th - 21st September 2022

CLASS REUNION

RADDISON BLU RESORT TEMPLE BAY, MAMALLAPURAM

  • Physical

30th September - 02nd October 2022

CUSP 2022

CHENNAI TRADE CENTRE, CHENNAI

  • Physical

September 2022

SKULLBASECON 2022

NIMHANS CONVENTION CENTRE, BANGALORE

  • Physical

06th - 09th October 2022

NATCON IASO 2022

COURTYARD BY MARRIOTT, MADURAI

  • Physical
Website

13th - 15th November 2022

IONM 2022

RADDISON BLU RESORT TEMPLE BAY, MAMALLAPURAM

  • Physical

18th - 20th November 2022

NCPID 2022

VIT UNIVERSITY, VELLORE

  • Physical
Website

23rd - 26th November 2022

ASIAN STROKE SUMMER SCHOOL 2022

Trivandrum

  • Physical

December 2022

TANCON 2022

Kumbakonam

  • Physical

January 2023

NEURO UPDATE CHENNAI 2023

Chennai

  • Physical
Website

17th - 20 tg February 2023

IACTSCON 2023

LE MERIDIAN, COIMBATORE

  • Physical
Website

February 2023

AOCN-NPSICON 2023

Vellore

  • Hybrid

23rd - 26th March 2023

INSC 2023

ITC GRAND CHOLA, CHENNAI

  • Physical
Website

Contact Us

Whether you have a question about services, travel, pricing, just about anything or you want to meet - our team is willing and waiting to respond to your queries.
Fill out the form and we’ll be in touch with you at the earliest.


Chennai:
A-4, Shanthi Apartments,
18, TTK 1st Cross Street, Alwarpet,
Chennai - 600 018

Chennai: Saravanan
+91-99406-68814

Bangalore: Satish
+91-85531-66466

Delhi: Vandana
+91-70427-19777



Please send us your Queries / feedback