Where to start when organizing a congress? Waar begin je bij het organiseren van een congres?

Transcription

1 Where to start when organizing a congress? Waar begin je bij het organiseren van een congres?

2 Introduction The Congress Bureau, as our name indicates, specializes in organizing congresses: events focusing on exchanging knowledge. We do this in any shape or form, ranging from course to event and for any number of participants, from 10 to 10,000. With our know-how we are able to facilitate the exchanging of knowledge in every possible way. From communication to registration and from logistics to administration, we are happy to advise you on effective solutions. We can relieve you of the organizational worries. This way you can fully concentrate on the content of the program.

3 Venue The right venue is essential for the success of your conference. We have extensive knowledge of some of the most amazing venues in Rotterdam and surroundings so we can give you sound advice on a suitable location for your event. In addition, we can take care of catering, audiovisual support and decoration. Venue advice and reservations Catering Audiovisual support Decoration and signage

4 Promotion High attendance contributes to the success of your congress. This means it is essential for you to reach your target group. If you wish, we will draw up a communication plan and supervise the deployment of the various means. We do this in cooperation with a number of longterm creative partners. Graphic design promotion materials Branding of the event Website development and design Social media Congres app

5 Finances Without a sound budget, no successful congress. You may leave the drafting, monitoring and adjusting of the congress budget safely with us. We have a great deal of experience in this field, and can give you any advice you need on potential pitfalls. Drafting, monitoring and adjusting project budget Own bank account Online payment facilities (ideal, credit card) Contracting suppliers Accounts receivable and payable

6 Sponsoring & Subsidies In order to realize a congress, external financial support is often required. We are happy to help you compile sponsor packages and provide potential sponsors with the information they need to decide on a sponsorship. It goes without saying that we can also advise you and assist you in applying for the event subsidies. Compiling packages Exhibition Contracts and invoices Subsidies

7 Abstracts Abstracts are often an essential part of the scientific programme. We deal with the correspondence with authors, reviewers and the scientific committee by means of a special online tool. With the help of this tool we ensure that this entire process runs efficiently and transparently. Online tool for submitting and reviewing Secretarial services (informing authors, reviewers and scientific committee, confirming, any other correspondence) Programme booklet (E) posters

8 Attendees Clear and effective communication with participants and speakers before the event, contributes to their experience and perception. As the conference secretariat, we are the primary contact. We take care of (online) registrations, process participants fees, book hotel rooms and organize the congress materials. Secretariat (informing, confirming, invoicing, correspondence) (Online) registration system for participants and speakers Accreditation Hotel bookings Congress materials (badges, bags, certificates, pens, etc.)

9 Onsite The most visible part of the organization: the event itself. We set up a complete script and coordinate and supervise its implementation. Coordination construction, fitting out and execution Reception Onsite registration and payments Accompanying speakers and sponsors Central point of contact

10 We live up to our reputation every day Being part of Erasmus MC, we organize many conventions in the fields of health care and (bio-) medical sciences, but we also work on a regular basis for clients outside the medical sector. We are a Certified Professional Congress Organizer, which entails that we offer consistent quality and reliability when it comes to organizing congresses. We have a reputation to uphold. Which is a challenge we are eager to take on. Whether you wish to leave the entire organization to us or only part of it, we are totally committed to make your conference the perfect event for all parties involved. Our name is The Congress Bureau, after all. This is a promise, we deliver on every day.

11 Contact Please, feel free to contact us to make an appointment without any obligation: T +31 (0) congresbureau@erasmusmc.nl Bezoek adres Gebouw Rochussenstraat (Gk-gebouw) Burg. s Jacobsplein 51 Kamers Gk CA Rotterdam

12 The Congress Bureau