Conference Management – Medium

🎯 Overview

Mid-sized academic conferences require professional management without enterprise-level complexity. Our Medium Conference package delivers comprehensive support for regional meetings and specialized symposia—balancing full-service capabilities with practical efficiency for events of 100-300 attendees.

Ideal for: Regional scientific societies, specialty research groups, and institutions hosting annual symposia, focused workshops, or multi-day seminars with moderate attendance.

✅ What’s Included

Pre-Conference (4-6 months before)

• Conference Website – Professional event site with registration, program, and speaker information
• Registration System – Online registration with multiple ticket types, early bird pricing, and payment processing
• Abstract Management – Submission portal, reviewer assignment, decision tracking (up to 150 abstracts)
• Program Development – Multi-session scheduling, conflict checking, program book design
• Speaker Coordination – Invitation management, presentation guidelines, confirmation tracking
• Venue Liaison – Communication with venue on setup, AV, and catering requirements

Conference Execution

• On-Site Team – Conference manager plus 2 support staff for 2-day event
• Registration Desk – Professional check-in, badge printing, attendee support
• Session Support – Room monitoring, speaker coordination, timing management
• Technical Support – AV coordination, presentation management
• Real-Time Problem Solving – Dedicated team handling issues as they arise

Post-Conference

• Attendee Survey – Feedback collection and summary analysis
• Final Report – Attendance statistics, financial summary, recommendations
• Certificate Generation – Participation and presentation certificates

⚙️ How It Works

🛡️ Our Assurances

• Dedicated Event Manager – Single point of contact from planning through execution
• 24/7 Event Support – Emergency contact available during your conference
• Backup Systems – Registration data backed up, offline check-in capability
• Transparent Communication – Bi-weekly progress updates throughout planning
• Post-Event Debrief – Detailed review call to capture learnings for future events

⚠️ Important Limitations

• 300 Attendee Maximum – For larger events, see our Large Conference package ($14,999)
• 2-Day On-Site Maximum – Package includes 2 days of on-site support; additional days at $1,000/day
• 150 Abstract Limit – Additional abstracts at $6/each beyond 150
• Venue Not Included – We coordinate with your venue; venue rental and catering are direct costs
• 4-Month Lead Time Recommended – Rush planning available with 20% surcharge
• Geographic Scope – On-site team travel included for major metro areas; other locations may incur travel costs
• Basic Streaming Only – Single-room recording included; live streaming add-on available ($999)

📋 Requirements From You

• Scientific Committee – Committee for abstract review and program decisions
• Confirmed Venue – Venue selection completed (or we can provide recommendations)
• Budget for Direct Costs – Venue, catering, AV rental budgeted separately
• Speaker List – Invited speakers identified (we handle logistics)
• Decision Authority – Designated person for timely approvals
• Responsive Communication – 48-hour turnaround on questions and approvals

❓ Common Questions

What if we’re between package sizes?
If you expect 250-350 attendees, the Medium package can work with the additional attendee add-on, or we can customize based on your specific needs. Contact us for a tailored quote.

Can you help find a venue?
Venue recommendations are included. For full venue sourcing with site visits and contract negotiation, add our venue sourcing service ($999).

What about virtual attendance options?
Basic single-room recording is included. For live streaming and hybrid event features, add our Hybrid Event Support package ($4,999).

Do you publish conference proceedings?
Yes! Our Conference Proceedings Publishing service ($2,999) provides ISBN/DOI assignment, formatting, and distribution. Bundle discount available (15% off when purchased together).

What’s different from the Small package ($2,999)?
Medium includes larger on-site team (3 vs. 1), more abstracts (150 vs. 75), 2-day coverage (vs. 1-day), and more comprehensive program development. Small is ideal for focused workshops under 100 attendees.