We organize meetings and conferences in different sizes, from smaller national and regional meetings to large international congresses.
Always prepared for new challenges!
We provide project management for congresses and conferences, with everything from marketing the event on social media, financial management, registration and accommodation for delegates, to the organization of the congress itself. Our main goal is that our clients can concentrate solely on being the host of the event and we will take care of the rest. Your needs – our Responsibility!
Large or small, anniversaries, events and product launches are important undertakings for companies, organizations or associations and we take pride in assisting and making any such occasion a success.
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Congress-Conference cooperates with both small & large hotels, individual as well as national hotel chains.
We can provide all, or a selection of our services for your conference.
Project management of any congress or conference is a complex task, and many details need to be considered and deadlines kept in order for the event to be a success. One of our experienced project managers will be your contact through all the fundamental steps, from the beginning of the planning phase, to the final financial review and evaluation of your event. You will receive support and assistance until the project is successfully completed.
The Project managers tasks includes:
Close cooperation with the organizing committee regarding the planning of the congress
Find and negotiate with suitable venues
Be the contact person between the venue and the organizing committee
Negotiate with all subcontractors of the congress
Establish a project plan and a detailed plan for the execution of the congress
Planning and execution of the social events
Coordinate the production of all printed matters, marketing material, webpage etc.
Financial control and budget planning
Budget and accounting services:
A large convention or conference does not only have a comprehensive budget. The final accounting can also be a complex task. Correct accounting is essential to provide the necessary security for financial management, particularly with regard to tax deductions.
Our budget and accounting service includes:
Working out a comprehensive budget in close cooperation with the organizing committee
Ongoing control of expenses and income
Cash flow analysis
Invoicing of sponsors and payment monitoring of delegate fees
Reporting of salaries and fees for lecturers and other personnel
Final accounting ready for audit
Complete tax settlement
Registration and participant service:
Congress-Conference has over time implemented systems and procedures to make registrations as easy as possible for the participants.
Our services include:
Online registration form linked to Conference website
Sending invitations to the participants
Administration of all registrations, hotel reservations and questions from participants
Payment administration of conference fees by credit card or invoice
Sending confirmations to the participants
Printing of name badges and tickets
Production of list of participants and reports
We can provide registration and participant service as a standalone service to your event
Execution of the congress:
Congress-Conference will oversee all aspects of the event carefully. This allows the organizing committee to focus on hosting their event, while the technical execution will be taken care of by Congress-Conference.
The execution includes:
Staffing of the secretariat
Choice of technical staff for the meeting rooms
Providing and testing technical equipment
Providing meeting rooms with hosts and security personnel
Coordination and control of subcontractors
Signage and decorations of the congress venue
Registration of pre and non-pre-registered delegates with badges
Handing out of congress material to delegates at registration
Execution of the event in correlation with the program and the running schedule
Coordinating all social events with/ without joint transportation
If you are carrying out an event in Croatia and need staff to assist you during the execution, we can provide you with experienced personnel.
Social events are a capital element of any Congress. The opening and closing ceremonies must match the Congress’ importance and scope. Events are to be planned in close cooperation with the client, and each event must be approved by the client.
The following are examples of social events:
Opening ceremony, featuring performing artists and/or multimedia show, possibly in cooperation with a professional director and/or producer if the scope requires it.
Welcoming get-together/farewell parties
Pre- and post-congress tours.
CC will be responsible for all bookings and the execution of social programs; these responsibilities include:
Inspect all facilities and locations considered by the client
Make bookings for all locations, catering, entertainment, transportation, etc.
Ensure appropriate logistics and scheduling
Monitor quality assurance of staff and guides
Hotel registration can be included in the online registration form.
The delegate pays in advance the fees and hotel costs to Congress-Conference. The organizers of the conference will not be held economically responsible for any hotel room costs.
We can make reservations in a different range of hotels and offer several price levels in order to accommodate the different delegates requests.
If you require assistance for hotel booking only, we will be pleased to offer this service free of charge.
What we do:
Make block reservations at hotels in several price categories
Manage all hotel reservations and confirmations to delegates
Keep track of the hotel contract in regards to cancellations and changes etc.
Keep the hotels updated on booking situation
Send detailed rooming lists to the hotels
Control and final settlement with each hotel
If you wish us to assist you in organizing and realizing your ideas, just ask with confidence.