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AROUND PARTICIPANTS…
- Providing an individual internet-based registration portal / data base with all relevant information for registering
- Canvassing participants
- Registration of participants – online via SSL data wires, via fax and mail - lecturers/chairmen and exhibitors by PC
- Current online report about complete registrations
- Participants check-in and ticketing on site
- Printing and distributing preliminary and final programmes including registration form
- Certification according to the guidelines of the responsible medical chamber; European certification if applicable
- Documentation of respective participants’ presence in combination with the certification
- Securing accommodation for lecturers
- Negotiating with incoming services
- Confirming participation
- Arranging congress documents (congress satchel)
- Administrating the congress owned data base and distributing relevant material
- Collection of registration fees (also online), supervising payments, reminders etc.
- Corresponding with participants, lecturers etc.
- Personal timetables for lecturers
- Multilingual telephone service
- Personal timetables for lecturers
- Manning the congress counter (with experienced own staff and assistants)
- (Online-)Administration of abstracts
- Controlling (reimbursement of registration fees etc.)
- Participants’ survey
AROUND THE EXHIBITION…
- Defining the exhibitor target groups
- Concepting and arranging the exhibition
- Administrating exhibitor lists
- Canvassing exhibitors (written and personal correspondence)
- Canvassing adverts, industrial forums, satellite symposia, breakfast panels and spezial advertising measures
- General and specific exhibition terms
- Drawing up an exhibitor and product list as well as specific terminology
- Fixing stand rent
- On request installing and preparing exhibition stands, booths and displays
- Arrangements with the exhibition hall, e.g. seating, technical equipment etc.
- Admitting exhibitors and rent invoicing; sending technical guidelines, together with order forms for services, such as electrical installation etc.
- Planning the industrial exhibition
- Technical assembly and dismantling
- Attending exhibitors during assembly, dismantling and meeting
- Exhibitors’ survey
- Supervising payments and reminders for stand rent and additional costs
GENERALLY AROUND THE CONGRESS…
- Defining target groups and concepting marketing strategies
- Providing a media plan and all relevant advertising material (poster etc.) as well as layout of adverts
- Renting congress centers, conference and congress rooms
- Service facilities, e.g. internet café, VIP lounge, business center and catering areas
- Publishing the congress in spezial magazines, daily press and congress calendars
- Applications at authorities
- Comparing quotations from service partners and subsequent ordering
- Organising press conferences
- Network-based registration on site, info service, statistics and certification
- Congress and organisers’ office
- Media check
- Graphics / Design / Constructions
- Simultaneous translation service and committing interpreters
- Competitive and BIT presentations, marketing booths, video and multi-vision concepts
- Interactive participants’ survey
- Shuttle service for lecturers and participants
- Live transmittal via satellite
- Seating and conference technic
- Providing parking facilities
- Sign boarding
- Cleaning
- Rest and cloak rooms
- On-site security service
- Flower decoration
- Liability insurance
AROUND PRINTS…
- Stationary
- Envelopes
- Informational leaflets
- Posters
- Announcements / programmes (multilingual)
- Certificate of participation
- Confirmation of participation
- Certification with individual accreditation of CME credit points
- Application forms for industrial exhibition
- Technical guidelines with order forms
- Abstract volumes (also on CD-ROM)
- Honrary cards
- Invitation cards for presidents’ / lecturers’ dinner, accompanying programmes
- Exhibitor’s catalogue
- Menue / table cards
- Reminders
- Exhibitor / press tickets
- Press satchels
- Name tags for lecturers
- Survey leaflet / questionnaires
- Parking tickets
- Repro copies
- Advertising stickers
- Pocket guides
- Brochures for opening ceremonies and awards
- Supplement to exhibitor list
- Proceedings
AROUND SPECIAL EVENTS…
- Opening ceremony
- City tours
- Festive Evening
- Theatre
- Get-together-Parties
- Presidents’ / Lecturers’ Dinner
- Closing Ceremony
AROUND THE INTERNET …
In cooperation with our webmaster we design at a reasonable price a congress-owned website with numerous advantages:
- Domain registration
- E-Mail-Address – Your Congress@mcnag.info
- Registration (The online registration for booking all parts of the meeting is directly connected with our booking system. You get an up-to-date overview of free capacities and are able to book them firmly. A written confirmation follows immediately.)
- Abstract administration (submission and review online)
- Congress timetables (Possibility of arranging an individual congress programme for each participant)
- Live transmittal of the meeting via the internet
- Personalized mass-e-mail-dispatch
- Congress newsletter via E-Mail
AROUND FINANCES …
- Support in canvassing and administrating sponsoring, arranging individual sponsoring concepts and applying for public grants
- Providing an independent accounts department for your congress as well as financial control including current reports and settlement of accounts
- Responsibility of a respectable businessman for your „operation congress“
- Abstract administration (submission and review online)
- Advise concerning tax matters and law of contracts by lawyers and tax consultants
- Negotiating and transmitting special conditions
AROUND THE ABSTRACT HANDLING …
For implementing scientific meetings MCN developed an independent online abstract administration.
For each part of the scientific programme abstracts can be submitted online and reviewed by the scientific committee.
Topics, sessions, quoting system, submitter and reviewer data as well as statistics are centrally administered and accessible for the congress management and MCN at all time. With special passwords all areas are respectively secured.
After allocating the abstracts to the respective sessions and arranging the complete programme each visitor of the homepage as the option to arrange an individual congress schedule online.
From the online abstract administration an abstract book can be printed or a CD-ROM can be produced both fast and easy.
MEMBERSHIP ADMINISTRATION FOR ASSOCIATIONS AND SOCIETIES…
- Administrating new memberships, notices, addresses, etc.
- Invoicing and administrating annual subscription fees
- Collecting membership fees also via direct debit (also reminders)
- Distribution of membership cards
- Mass-E-Mail-Dispatch to members
- Newsletter distribution via E-Mail
- Individual mass mailings
- Administrating address labels
- Several membership statistics
- Accounting
- Distributing protocols and invitation to membership assemblies together with their organisational implementation
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