Conference Management – Large

🎯 Overview

Large scientific conferences are complex productions requiring months of planning and flawless execution. Our Large Conference Management package provides comprehensive support for flagship events—from initial concept through post-conference reporting—allowing your scientific committee to focus on content while we handle logistics, technology, and operations.

Ideal for: National and international scientific societies, research institutions, and professional associations hosting annual meetings, congresses, or major symposia with 500-1,000+ attendees.

✅ What’s Included

Pre-Conference Planning (6-12 months before)

• Conference Website – Custom responsive site with registration, program, speaker profiles, and exhibitor information
• Registration System – Full-featured registration with multiple ticket types, early bird pricing, group discounts, and payment processing
• Abstract Management – Submission portal, reviewer assignment, scoring system, decision tracking (up to 500 abstracts)
• Program Development – Multi-track scheduling, session planning, conflict checking, program book design
• Speaker Management – Invitation coordination, travel arrangements, presentation collection, speaker ready room
• Venue Coordination – Liaison with venue on room setup, AV requirements, catering, and logistics
• Sponsor & Exhibitor Management – Prospectus development, sales support, booth allocation, sponsor recognition
• Marketing Campaign – Email campaigns, social media strategy, abstract call promotion

Conference Execution

• On-Site Team – Conference director plus 4 support staff for 3-day event
• Registration Desk – Professional check-in, badge printing, attendee support
• Session Management – Room monitors, speaker timing, Q&A coordination
• Technical Support – AV coordination, presentation management, live streaming support
• Exhibition Coordination – Exhibitor setup, sponsor activation, lead retrieval
• Real-Time Problem Resolution – Dedicated team for immediate issue handling

Post-Conference

• Attendee Survey – Comprehensive feedback collection and analysis
• Final Report – Attendance analytics, financial summary, sponsor ROI metrics, recommendations
• Certificate Generation – Attendance, presentation, and CME/CE certificates
• Content Archive – Recorded sessions, presentation files, photo gallery

⚙️ How It Works

🛡️ Our Assurances

• Dedicated Conference Director – Senior staff member assigned from planning through execution
• Weekly Planning Calls – Regular check-ins throughout the planning period
• 24/7 On-Site Support – Emergency contact available throughout your event
• Risk Management Plan – Contingency planning for weather, speaker cancellations, technical failures
• Insurance Guidance – Recommendations for event insurance coverage
• Backup Systems – Redundant registration data, offline check-in capability, backup presentations
• Transparent Pricing – All inclusions clearly defined; no surprise charges for standard requests

⚠️ Important Limitations

• Venue Costs Separate – We coordinate with your venue but venue rental, catering, and AV rental are direct expenses
• 3-Day Event Maximum – Package covers up to 3 conference days; additional days at $2,500/day
• 500 Abstract Limit – Additional abstracts at $8/each beyond 500
• Geographic Scope – On-site team travel included for events in major US/European cities; other locations may incur travel surcharge
• 6-Month Minimum Lead Time – Rush planning available with 25% surcharge for 3-6 month timelines
• Exhibitor Sales Support Only – We provide tools and support; your team handles sponsor relationships and sales
• Live Streaming Basic – Single-room streaming included; multi-room streaming quoted separately

📋 Requirements From You

• Scientific Committee – Established committee for abstract review and program decisions
• Confirmed Venue – Venue contract signed (or we can assist with venue selection)
• Budget Approval – Approved budget for venue, catering, AV, and other direct costs
• Keynote Speakers – Identified keynote and plenary speakers (we handle logistics)
• Sponsor Relationships – Existing sponsor contacts and prospect list
• Decision Authority – Designated decision-maker available for timely approvals
• Historical Data – Previous conference attendance, program, and feedback (if applicable)

❓ Common Questions

Can you help find and negotiate with venues?
Yes. Venue sourcing is included in this package. We identify suitable venues, conduct site visits, negotiate contracts, and manage the relationship throughout.

What about virtual or hybrid components?
Basic single-room live streaming is included. For comprehensive hybrid event support with virtual networking, breakout rooms, and engagement tools, add our Hybrid Event Support package ($4,999).

Do you handle CME/CE accreditation?
We coordinate CME/CE documentation and certificate generation. Accreditation applications and fees are your responsibility, but we provide all required documentation and attendance tracking.

What if we need to cancel or postpone?
Our contract includes cancellation terms. Generally: 50% refund if cancelled 6+ months before; 25% refund if cancelled 3-6 months before; no refund within 3 months. Postponement to new dates within 12 months incurs a 15% rebooking fee.

Can you publish our conference proceedings?
Yes. Our Conference Proceedings Publishing service ($2,999) handles peer review, typesetting, ISBN/DOI assignment, and distribution. Bundle pricing available—ask for 15% discount when purchased together.