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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.

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    ILAE TEACHING COURSE
    2020


    6 - 8 MAR 2020
    @ IMA House, Kochi

    International League Against Epilepsy

    Website

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    MDS-AOS RARE MOVEMENT DISORDERS
    2020


    6 - 7 MAR 2020
    @ NIMHANS Convention Centre, Bengaluru

    International Parkinson and Movement Disorder Society

    Website

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    Apollo Colorectal Symposium
    2020


    20 - 22 MAR 2020
    @ Hyatt Regency, Chennai

    The Institute of Colorectal Surgery at Apollo Hospitals

    Website Registration

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    YANTRA
    2020


    20 - 22 MAR 2020
    @ NIMHANS Convention Centre, Bengaluru

    Integrated Centre for yoga (NICY), NIMHANS

    Website Registration Abstract

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    ICONS IX OF SCARF
    2020


    27 - 29 AUG 2020
    @ Hyatt Regency, Chennai

    Schizophrenia Research Foundation

    Website Registration Abstract

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    AICC RCOG
    2020


    29 OCT - 1 NOV 2020
    @ Grand Hyatt, Kochi

    AICC RCOG South Zone

    Website Registration Abstract

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

6 - 8 Mar 2020

ILAE Teaching Course

Kochi

  • International League Against Epilepsy
  • @ IMA House
Website Registration [CLOSED]

6 - 7 Mar 2020

MDS - AOS Rare Movement Disorders

Bangalore

  • International Parkinson and Movement Disorder Society
  • @ NIMHANS Convention Centre
Website

20 - 22 MAR 2020

Apollo Colorectal Symposium 2020

Chennai

  • The Institute of Colorectal Surgery at Apollo Hospitals
  • @ Hyatt Regency
Website
Registration

25 - 27 JUN 2020

YANTRA 2020

Bangalore

  • Integrated Centre for Yoga (NICY), NIMHANS
  • @ NIMHANS Convention Centre
Website
Registration
Abstract

4 - 5 JUL 2020

Brain Tumours Summer Symposium 2020

Chennai

  • MGM Health Care
  • @ Taj Connemara

27 - 29 AUG 2020

ICONS IX Of SCARF 2020

Chennai

  • Schizophrenia Research Foundation
  • @ Hyatt Regency
Website
Registration
Abstract

18 - 20 SEP 2020

ISIN 2020

Chennai / Mamallapuram

  • Apollo Proton
  • @ Raddison Blu Resort Temple Bay, Mamallapuram

29 OCT - 1 NOV 2020

AICC RCOG 2020

Kochi

  • AICC RCOG South Zone
  • @ Grand Hyatt
Website
Registration
Abstract

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:
A2, Shanthi Apartments,
18, TTK 1st Cross Street, Alwarpet,
Chennai - 600 018

Bangalore: Satish
+91-85531-66466

Delhi: Vandana
+91-70427-19777