List of Services


Administration:

o    All secretarial and administrative functions including compiling of agendae and minutes of meetings.

o    Maintaining a database of participants

o    Application to Medtech Europe for provisional and final compliance

 

Conference Identity:

o    Design of suitable logo and marketing material done in house

 

Website:

o    Design and set up of website done by ourselves.

o    Updating and management of the website is done in house by our staff 

 

Marketing:

o    Accessing relevant contacts and databases and compiling an up to date marketing database.

o    Investigating overseas contacts and sending information out to potential delegates.

o    Sending information to relevant publishers for inclusion in their magazines & journals.

 

Printing & Design:

o    We have our own graphic designer so design can be done in house
o    Co-ordination of information, design and printing of registration information & programme

o    Design of any advertisements required

o    Design and printing of nametags, signage for venue and any other printing/branding required.

o    Should a large programme brochure be required the design will be outsourced. 

      With a congress App this is usually not necessary. 

 

Registration:

o    All admin associated with registration. (receiving, processing and confirming to delegates)

o    Online registration and payment systems

o    On site registration during conference

o    Preparation of name tags and registration documentation

o    Purchase, printing and packing of Registration bags

 

Abstract & Speaker Management & Academic Programme:

o    Allocation of speaker manager to congress. 

o    Setting up and managing an online abstract management system. 

o    Receiving all papers in format and co-ordinating printing of these abstracts, if required. 

o    Liaison with invited speakers with regard to their travel and accommodation requirements. 

o    Obtaining speakers’ biographies and AV requirements. 

o    Issuing instructions to chairmen and supplying copies of speakers’ biographies. 

o    Loading all presentations onto the website after the congress (where speakers have given permission).

 

Audio visual:

o    Liaison with AV company to accommodate speakers' requirements.

o    Set up speaker management room at conference venue.

o    ESE has a speaker manager present in the speaker management room for the duration of

      the congress to ensure that all presentations are loaded, speakers are happy and

      permissions have been obtained for reproduction of presentations, if required.

o    Organise digital voting system, if required.

 

Finance:

o    Preparation of conference budget

o    Management of budget 

o    Receipt and banking of all monies.

o    Following up on outstanding monies and ensuring that payments have been received prior to the conference. 

o    Depositing excess funds into the Money Market account

o    Reconciliation and payment of all accounts.

o    Preparation of VAT documentation

o    Preparation and submission of final accounts.

 

Conference venue:

o    Negotiate favourable rates.

o    Liaison with Conference Venue with regard to room set up, teas, lunches, breakaway rooms.

o    Set up, at the main conference venue, registration desks with laptops and printers. 

      The registration desk will be fully staffed for the duration of the conference.

o    Flowers, plants and any other venue décor

o    Ensure that conference venues comply with provisions of the Health & Safety Act.    

o    Supply Eastern Sun’s public liability policies to venue.

 

Contracts & Suppliers:

o    Negotiate and manage contracts with all suppliers

o    Preparation of safety file and liaison with local government department to ensure that

      the suppliers and sub-contractors comply with provisions of Health & Safety Act.  

 

Management of Exhibition:

o    Design of floorplan for exhibition.

o    Drafting of exhibition information. 

o    Set up of online exhibition booking system on website. 

o    Issue exhibitor contracts and collect exhibition fees.

o    Liaise with conference venue on exhibition.

o    Negotiate and liaise with supplier of shell schemes, power supply and lighting.

o    Manage set up of exhibition and ensure that exhibitors’ needs are met.

o    Ensure that exhibition complies with provisions of the Health & Safety Act. 

 

Sponsors:

o    Liaison with sponsors

o    Invoicing of sponsors and negotiation of benefits. 

o    Ensure that promises to sponsors are carried out. 

o    Ensure that activities are in line with government regulations for pharmaceutical

      companies and MedTech Europe. 

 

Accommodation:

o    Negotiate best rates with accommodation venues and do block bookings.

o    Manage and release block bookings.

o    Manage bookings for VIPs and speakers.  

 

Air travel:

o    Appoint travel agent to handle the bookings or use our preferred travel agency. 

o    Set up of travel desk for duration of conference, if required. 

 

Transport:

o    Negotiate rates for airport transfers

o    We hold preferential conference rates with car hire company, if required. 

o    Transport from accommodation venues to and from conference venue, if required.   

o    Transport to and from all social functions.

o    Transport desk to be set up at conference centre for duration of conference, if required. 

 

Site Visits or pre/post congress workshops – if any:

o    Oversee the arrangements for any workshops or site visits that might be required.

 

Social functions:

o    Co-ordination of all social functions.

 

Partners’ programme:

o    If required, organise and co-ordinate accompanying persons’ programme.

 

Pre and post conference tours:

o    If necessary appoint tour operator to organize pre and post conference tours.

o    Set up of tour desk for the duration of conference, if required. 

 

Continuing Education Units/CPD: 

o    Organize sponsor for the process of CEU monitoring

o    Apply to accreditor for CEU points once programme is finalized

o    Set up electronic monitoring system at congress

 

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

o    Preparation of media publicity strategy and budget

o    Compilation and distribution of press releases before, during and after the event.

o    Liaise with suitable journalists for coverage – newspapers, magazines, radio and TV.

o    Co-ordinate all press information and press kits

o    Set up interviews for speakers and press photos.

o    Arrangement of press conferences and management of media centre

o    Arrange news cutting services & collation of media exposure into presentation book.