Service to be offered in all types of Conferences

Establishment and Maintenance of Secretariat

• Complete location and compilation of database.
• Dissemination of conference information to this database.
• Receiving all correspondence from prospective delegates.
• Answering all queries.
• Taking responsibility for all co-ordination with delegates, speakers, organiser, supplier, etc. and mutually providing a nodal point for dissemination of information.
• This includes all communication expenses such telephone, fax, e-mails, postage, etc. to delegates both national and international.

Printing & Mailing

• Printing & mailing of the 1st, 2nd & Final announcement brochure.X
• Printing of the invitation cards.X
• Printing & Mailing of Exhibition/Sponsorship brochure.X
• Printing of the conference literature (scientific program)
• Printing of Souvenir, Abstract book etc.
• Final program to be put in the delegate bag at the conference venue.
• All delegate badges, certificates, lunch coupons. (Designing, proof reading, layout of all mentioned above)

Photography & Videography

• Complete coverage of the inauguration ceremony, cultural programs and the highlights of the conference sessions.
• Colored photographs.
• Video camera set up for each hall.
• Recording and editing in Video - cassettes.

Catering

Will do all coordination with the caterer/hotelier on behalf of the organizer. We will also organize manpower during the conference to oversee running tea/ coffee during conference/catering/ movement of food / guest hospitality etc.

• AM and PM Tea/Coffee with light snacks on Day 1, Day 2.
• AM Tea/Coffee with light snacks on Day 3.
• 4 Working Lunches on the days of the conference.
• 2 Dinners – Inaugural, Banquet and Closing ceremony/Valedictory.

Delegate Registration

• Since most of the delegates will be pre-registered for the conference, different counters will be set up in numerical/alphabetical order to give the registration badges and the conference kits.
• 400 badge cards for the delegates with different color category strips printed with text and logo in acrylic container.
• 2 computers, One printer and adequate personnel to man the counter, catering area, transportation, hall area, lost and found, May I help you desk, cloak room, preview room, pre-post tour/ hotel counter etc.
• Pre-registration and delivery of registration materials and delegate badges etc. will be done at the venue.

Signage and Decoration

Though the final requirement will depend upon the choice of the organizer and as per the but there are few things, which we feel mandatory for the conference looking at the participation and importance of the event.

• 1 No. of stage backdrop behind the head table in the main hall and other halls, it will be frame work with text and logo in cutouts as per design, installed on the stage on self standing supports.
• Welcome backdrop with text and logo as per design, on all sides installed near the main entrance.
• Vertical flags from the main gate to the venue (halls).
• Welcome towers at the venue.
• Colored flags at the venue.
• Information display panel for program at a glance in the main lobby.
• Directional panel, displaying the direction of halls and other areas.
• Pin boards as per requirement for poster sessions.
• No. of Logo on podium for the main auditorium and other halls.
• Dice Plates for the main table.
• Banners to be placed at various locations of the venue and at prime sites of the city.

Audio-Visual

Audio Visual requirement (per hall) as per Scientific Sessions:

• 2 Slide projector - High Resolution LCD Projector
• Collar/ Cordless Mikes - Screen
• Speakers - Computer
• Extra Carousels - 1 OHP
• Laser Pointers - Digital Clock
• Live transmission set up from OT to hall
• Web casting setup(live streaming)
• Video conferencing
• Live from hall to hall by laparoscopic camera and other devices

Transportation

• Volvo Buses, Luxury coaches Innova and Indigos, Etios for the pickup of the delegates from the airport and railway station.
• Luxury cars for the secretariat staff picks up and drop of important speakers and VIP’s if any, and general running around of the committee people for the smooth execution of the conference.
• The exact number of vehicles required will be worked out at a later date, when a more accurate participation figure is available.

Exhibition Stalls

• Requisite Exhibition stalls with three side Octarnom panel, Name fascia, three spot lights, one table and two chairs & one waste paper basket to be provided in each stall.
• Designing, Printing & Mailing of Exhibition Brochure with stall layout to the perspective participants.
• Selling the stall.
• Stall erection and security arrangements.

Publicity & Promotion

• Creating a website for the congress wherein information about the congress can be given to millions of people across the globe.(Done)
• On – site Registration Form.
• Organising press conference.
• Printing leaflets containing detailed information of the congress and promoting them in similar conferences taking place both in India
• Publishing advertisements in related journals and magazines.
• Collecting more data about the prospective participants from various associations, institutions and also previous conferences, to help the Congress in having a larger appeal and inviting more delegates for the congress.(In process)

Inaugural/Valedictory Ceremony

• Will take on the responsibility of organizing the inaugural and valedictory function after discussing with the organizer. The charges for the same will be borne by the organizer. This will include negotiation with the concerned parties and on site management of the event with adequate manpower to ensure its smooth functioning.
• Symbolic welcome of the delegates, where Aarti, Vandana & Tilak to the delegates in a traditional Indian style along with a short recital.
• Budget can also be catered for all stage arrangements, decoration of the venue, light and sound, video screen, master of the ceremony, facilitation staff etc.
• Cultural evening (2 dinners Inaugural, Banquet and Closing ceremony) followed by dinner can be arranged with fire-cracker show and lighting arrangements. Western band, Orchestra or traditional evening with folk dances (Kalbelia, Ghoomar, Chari dance) puppet show, folk songs can be arranged depending upon the choice of the organizing committee.

Conference Folders/Kits

• Superior Quality conference folders with the following material
• Good quality ball pen & pencil.
• Good quality folder with pad and all-important information about the city.
• Printed literature (invitation cards, program booklet, lunch coupons)
• Ordering and monitoring of the quality of the conference kits.
• Filling up of the conference kits prior to the conference and making it ready for the congress.
• Distributing of the conference kits to the pre-registered delegates in Delhi and also to the delegates staying in different hotels, whose accommodation details are known.

Personnel

• Personnel will be deployed in the following areas to facilitate the delegates and ensure smooth running of the conference.
• Catering
• Registration & Facilitation.
• Transportation. (Airport / Railway Station / Hotel / Venue pick up & drop, and general travel assistance)
• Facilitation staff
• Ushers / Hostesses for the inauguration ceremony.

On Site Communication

• Walkies - Talkies sets to be provided to the volunteers for proper coordination during the conference from Airport/ Railway Station and venue.

Hotel Accommodation & Pre/Post Conference Tours

Requirements differ as per the conference

It can be:-

• Medic al conference
• Engineering Conference
• Non medical conference
• Educational Conference
• PSU Conference
• Government based Conference