The potential of the global meetings, incentives, conventions and exhibitions (MICE) industry is evident. Statistic indicate a total of 400,000 conferences and exhibtions are organised worldwide every year, at the total outlay of USD 280 billion. (Source: International Congress and Convention Association, ICCA)
Conference- and Congress Management
Conception and Budgeting
Initial interpretation of a brief and responding with a creative concept, tailor-made to reflect the client’s specific requirements and budget, including research and preliminary reservation of a suitable venue, outlines for an attractive social programme and time schedule, suggestions and assistance in finding likely sponsors and/or speakers.
Hotel and Conference Venue Reservation
Negotiation of best rates, firm bookings of selected venue/s to include hotel room allotments, conference and break out rooms, food and beverage requirements throughout the day such as coffee breaks, special lunches and dinners, management of the hotel and conference venue reservation, including changes and paying special attention to applicable cancellation policies.
Staff Employment and Sub-Contractors
Selecting the most competent and negotiating the best rates for all required sub-contracting services (i.e. catering, transfers, interpreters, technology etc.), on-site personnel planning, hostess service, briefing/training and supervision/coordination of all services during the event.
Participants and Speakers Management
Registration either via own Event-Software, mail, fax or email. Management of all correspondence, travel management to include preparation of participants’ documents, paying special attention to specific requirements such as VIP transfers, seating, rooming, dietary or any other specific requests.
Drawing and Layout
Design of application forms, programmes and invitations either on paper and/or digital, creation of an individual website for the event subject to client’s requirements.
Arrangement of a fully equipped conference office, technical support, coordination and supervision of all service providers, support for participants and speakers, handling new registrations, decoration, logos, signage for transfers, providing photo and/or film CDs.
Fully transparent accounting statement of all services above, to include detailed accounting of individual components, all incurred travel expenses and standard or negotiated consultancy fees.
Whether you are planning a small meeting or a large convention, we are your consultant partner for your next outstandingly successful event.
If you have any questions, please contact:
Senior Manager Conferences
Consultant Dr. Wilhelm Hegenbart