e asy CONF E RE NCE S VENUE, HOTEL & CATERING LIAISON - - PowerPoint PPT Presentation

e asy CONF E RE NCE S

ONSITE SECRETARIAT REGISTRATION MANAGEMENT CONFERENCE COORDINATION CONFERENCE MATERIALS DESIGN & PRODUCTION VENUE, HOTEL & CATERING LIAISON WEBSITE DESIGN & DIGITAL MARKETING PAPER SUBMISSION MANAGEMENT

e asy SECRETARIAT SERVICES

Easy Conferences Secretariat Services include but are not limited to:

• Negotiation and booking of Conference Venue and Accommodation Hotels
• Handling of all ongoing correspondence with participants
• Management of delegates’ registrations and collection of fees
• Handling of arrangements for Invited Speakers and VIP guests
• Financial management, including issuing receipts for payments
• Organisation and coordination of all conference activities and social activities
• Catering arrangements
• Preparation of Conference Kit and distribution to all participants
• Set up and staff of onsite Registration & Information Desk
• 24-hour assistance and technical support throughout the conference

e asy CONFERENCE WEBSITE

• Conference website design & development
• Web-domain registration & hosting
• Comprehensive conference information
• Constant updates & revisions

Easy-to-navigate menu Contemporary design

e asy REGISTRATION

www.easyconferences.org

• Online Registration System
• Robust & flexible software
• User-friendly navigation
• Secure payments
• Accurate data collection
• Detailed reports & statistics

Password protected access Customisable micro-site Instant & secure payment Step-by-step process

e asy REGISTRATION STEPS

Unlimited types of conference registrations Instant accommodation booking Confirmed airport transport arrangements Optional excursions participation

easy PAPER SUBMISSION

• Web-based Abstract Management System (AMS)
• Paper submission, collection, review, acceptance, programme creation and proceedings export
• Modular features adaptable to single / multi-track conferences of different types and sizes
• User-friendly interface offering fast and effective process for both authors & reviewers

Conference Dashboard Reviewing Phase Acceptance Decision Paper Submission Team Assignment Program Creation

easy S P ONS ORS H IP

• Sponsorship Packages Preparation
• Exhibitor opportunities with display area reservation
• Made-to-measure packages, to attract sponsors of different financial power
• Communication with potential Sponsors & Exhibitors
• Marketing & Promotion Coordination
• Sponsors & Exhibitors Exposure Maximisation

Embedded links to sponsors’ websites on Conference Website Platinum Package Gold Package Silver Package Made-to-Measure Package Sponsor & Exhibitor logos

• n conference materials

e asy CONFERENCE MATERIAL

Participation Certificate Conference Pen Lanyard & Pocket Delegate & Volunteer nametags Conference Bag Pocket Brochure with Conference Program, Venue map & City map & useful telephone numbers

Conference Material given to delegates upon onsite registration

Meal vouchers & Social Event Tickets

easy PRINTED MEDIA

• Printed in quality colour paper
• Contemporary layout
• Innovative design elements
• Informative Content adjustable

to conference requirements

e asy CONFERENCE BANNERS

220 cm 300 cm 87 cm 180 cm

• Indoor & outdoor banners
• Large Conference Banner
• Welcome & Registration Hours banners

easy EMAIL CAMPAIGNS

Customised Email Campaigns for:

• Conference awareness
• Registration Invitations
• Sponsorship attraction
• Abstract Submission
• Announcements from the Organisers
• Communication from the Coordinators

e asy DIGITAL MARKETING

• Creation of conference pages in Social Media
• Frequent posting and uploading
• Appearance in conference announcement websites
• Communication of Call-for-Papers
• Preparation of web banners

easy PRESS COVERAGE

• Press Release redaction and distribution to media
• Liaison for interviews in Television & Radio stations
• Arrangement of articles publication in the Press

e asy PROCEEDINGS

• Conference Proceedings Book in various formats:

Hard Copy / Online with password protection access / Electronic format on USB

• Comprehensive editing, design and formatting

e asy SOCIAL FUNCTIONS

• Site inspection & booking management
• Catering management
• Registration and Participation handling, including fee collection
• Entertainment provision
• Provision of certified tour guides
• Travel arrangements to social events sites
• Issue of invitations, vouchers, tickets
• Photography & Video services supply

Social functions can include Morning and Afternoon Coffee Breaks, Daily Lunches, Welcome Reception, Conference Dinner, Optional Excursions

e asy EVALUATION SURVEY

• Online survey, easily accessible
• Available for numerous days after the conference
• Attractive questionnaire, easy and enjoyable to fill
• Conference feedback easily acquired
• Answers promptly accessed and analysed in well-defined graphics
• Feedback used as suggestions for better future conference organisation

e asy CONFERENCE REPORT

• Detailed description of conference planning
• Inclusion of valuable notes and statistics
• Report can be used as blueprint for the future

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Preparation of detailed reports with real-time statistics about: Participation / Accommodation / Airport Transfers / Social Events Participation / Extra Services

Participants’ full details Confirmed authors registration Registration Summaries Participants’ Countries List Accommodation List

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• Conference Invitation Letters
• Letters for Visa Applications
• Confirmation Emails regarding Registration
• Automated Notifications & Reminders regarding Payments
• General Communication & Support

Password Authorization Proforma Invoice Payment Confirmation General Email sent one week prior to Conference Attendance Invitation Letter Payment Reminder Registration Confirmation

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• Conference electronic material made available for downloading
• Social Media updates
• Preparation of Conference Evaluation Report
• Composing of Conference Report
• Preparation of Conference Profit & Loss
• Final notifications & Thank you Notes

Invitation to fill Evaluation Survey Handbook, Abstract Book & Photo Albums uploaded on website Profit & Loss

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10 Michael Giorgalla, 1095 Nicosia, Cyprus P.O.Box 24420, 1704 Nicosia, Cyprus + 357-22-591900 www.easyconferences.eu info@easyconferences.eu