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

e asy CONF E RE NCE S VENUE, HOTEL & CATERING LIAISON CONFERENCE MATERIALS CONFERENCE COORDINATION DESIGN & PRODUCTION REGISTRATION MANAGEMENT WEBSITE ONSITE DESIGN & SECRETARIAT 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 Password protected access  Online Registration System  Robust & flexible software  User-friendly navigation  Secure payments  Accurate data collection  Detailed reports & statistics 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 Paper Team Dashboard Submission Assignment Reviewing Acceptance Program Phase Decision 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 Sponsor & Exhibitor logos  Sponsors & Exhibitors Exposure Maximisation on conference materials Platinum Package Gold Package Silver Package Made-to-Measure Package Embedded links to sponsors’ websites on Conference Website

e asy CONFERENCE MATERIAL Conference Material given to delegates upon onsite registration Conference Pen Delegate & Volunteer nametags Meal vouchers & Social Event Tickets Participation Certificate Conference Bag Lanyard & Pocket Pocket Brochure with Conference Program, Venue map & City map & useful telephone numbers

easy PRINTED MEDIA  Printed in quality colour paper  Contemporary layout  Innovative design elements  Informative Content adjustable to conference requirements

e asy CONFERENCE BANNERS 87 cm  Indoor & outdoor banners  Large Conference Banner  Welcome & Registration Hours banners 180 cm 300 cm 220 cm

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

e asy ORGANISERS SUPPORT Preparation of detailed reports with real-time statistics about: Participation / Accommodation / Airport Transfers / Social Events Participation / Extra Services Accommodation List Participants’ full details Participants’ Countries List Confirmed authors registration Registration Summaries

e asy PARTICIPANTS SUPPORT  Conference Invitation Letters  Letters for Visa Applications  Confirmation Emails regarding Registration  Automated Notifications & Reminders regarding Payments  General Communication & Support Payment Reminder Registration Confirmation Password Authorization Payment Confirmation Proforma Invoice Attendance Invitation Letter General Email sent one week prior to Conference

e asy CONFERENCE COMPLETION  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 Handbook, Abstract Book & Photo Albums uploaded on website Profit & Loss Invitation to fill Evaluation Survey

e asy T E S TIMONIALS

e asy C ONFE RE NCE S 10 Michael Giorgalla, 1095 Nicosia, Cyprus P.O.Box 24420, 1704 Nicosia, Cyprus + 357-22-591900 www.easyconferences.eu info@easyconferences.eu