Venue

• Presentation of a destination by Power Point, CD Roms, Internet sites and folders of touristic information
• Search and election of a Convention Center in the host city after the study of the local market and the characteristics of the Event
• Negotiation of contracts, payment form, services to be held by the Convention Center.

Finances

• Preparation, revision and up date of the budgets.
• Follow up of the incomes and expenditures - cash flow
• Accounting
• Monthly reports
• Final report

Promotion and diffusion

• Preparation of the mailing list
• Press campaign
• Marketing by internet
• Information in exhibitions and congresses interrelated.

Trade and Technical Exhibition - Commercialization of the Congress

• Commercialization of the final program, bags, materials of participants, signals, etc.
• Design of the commercial brochure and the exhibition booklet
• Design of the floor plan
• Mailing and follow up of the brochure
• Management of bookings and payments
• Communication with exhibitors
• Registration of exhibitors and visitors
• Co-ordination and contract of assurances, customs, cargo and transport, storage, security, temporary staff, phone lines, internet, furniture, etc

Scientific Secretariat

• Program content
• Contact with invited speakers
• Handling of abstracts
• Themes
• Task handling
• Posters
• Satellite Symposia
• Associated Symposia
• Abstract Book, final program
• Design of the form for the reception of papers
• Call for abstracts online
• Contact with authors of paper to confirm reception and result of it.
• Staff during the congress to supervise the correct working of the program and solution of eventual problems

Registrations

• Design of the registration form for the mailing and the internet site
• Information to the potential participant about different ways of participation in the congress
• Reception of the inscriptions by internet, e-mail, fax, courier or personally before the congress and during the congress with special software systems
• Processing of the inscriptions, payments and confirmation to the participant
• Confection of partial reports, lists, static and finals reports

Travel and Housing

• Negotiation and search of preferred fares for congress delegates in different hotels
• Bookings forms
• Communication with delegates
• Processing of bookings and payments
• Issuing of rooming lists
• Tours pre and post congress
• Transfer from / to the airport
• Shuttle service of the congress
• Hostesses and guides
• Desk at the congress

Social Program

• Social events
• Welcome receptions
• Farewell reception
• Cultural events
• Dinners
• Lunches
• Gala evening
• President dinner
• Coffee breaks
• Sight seeing tours
• Transportation
• Design, production and delivery of the invitations. Follow up
• Supervising of menus, flowers, shows, disc jockey

On site coordination:

• Supervising of the set up of the rooms, services to be provided by the hotel
• Audiovisual services, projections, simultaneous translation, interactive vote systems
• Interpreters
• Registration of delegates already register and no register
• Confection of partial reports, lists, static and finals reports.
• Treasury
• Bags and material delivery
• Documentation center
• Congress Business Center
• Signals, decoration
• Set up of the Commercial Exhibition
• Set up of Posters Gallery
• Attendance to specials guests
• Attendance to the exhibitors
• Medical Emergency Service
• Security
• Photography, recording in audio and VHS
• Bilingual staff in registrations, rooms, social activities, information desk, travel and housing, press