PROFESSIONAL CONFERENCE ORGANIZER

Services Overview

@dmire covers a broad range of conference services, from planning to project implementation and post-analysis of the event. Based on your needs and services, we provide a customized service package.

1. Working Plan, Budget, Corrective actions

Our first step is to constitute a detailed working plan for the meeting together with your logistics committee. As part of the planning process, we establish:

This plan serves as a basis upon which @dmire submits a draft conference budget for your approval. The draft conference budget includes:

Once the budget is agreed, we consider it as cast in stone. Monthly reports on actuals and forecasts will highlight any potential deviations from the budget. Any negative variances will be reported according to an agreed upon procedure. Corrective actions will be suggested and implemented.

2. Conference – Marketing plan

According to the conference-marketing plan (CM-plan), which is established together with you during the planning phase, @dmire co-ordinates the following activities:

We assign the creative work to a designer, from logo creation to printing of conference programs and abstract books. The creative process is always focused on the meeting's specific goals and overall strategy.

Printed materials at conferences usually include:

4. Congress Materials

During and after the congress, promotion is also very important. Congress materials handed to delegates include congress bags, badges and badge holders, notebooks and other promotional items, all showing the event logo. Promotional videos, CD-Rom's and CD-L's can be produced on request.

5. Creation & Maintenance of Conference Website

Creation of a conference website is a necessary investment at the present time. Websites are the fastest, cheapest and proficient way to offer delegates up-to-date information about the conference progress, making available online registration, abstract submission, information and newsletters. Regularly updated, the conference website is the best means to promote your event worldwide.

@dmire is working with an in-house  web design specialist .

6. Promotion Booths

Congresses and conferences are organized well in advance, giving the organizers the possibility of promoting their event at similar meetings around the world addressing to the same target group. @dmire organizes the participation to different meetings, booking promotion booths and organizing the event promotion (providing staffing and presentation material).

7. Media Relations

According to the nature of the meeting and the aims of the organizers, @dmire proposes the services of a specialized press agency or the creation and distribution of in-house made materials, such as press releases, newspapers or informative bulletins.

8. Venue selection and booking

Venue selection process is based on the client’s requirements and the conference needs. It always takes in consideration the following criteria:

 According to your needs and wishes, @dmire can arrange site inspections. In selecting the venues, @dmire will use its experience in this arena to come up with the best selection for your event and will use its knowledge of the market and its strong negotiating power.

9. Management of suppliers and sub-contractors

Consistent with the budget guidelines, we undertake to execute all negotiations and co-ordinate all preparations required for the effective conduct of your event. During the first stages of this process, @dmire facilitates a resource requirement session with you in order to establish an exhaustive bill of materials and services for your event. We then proceed to establish direct contact and receive offers from at least two reliable suppliers for each requirement (call for tenders).
From this point on, our tasks include:

10. Staff & Services

When organizing a congress, an event or an exhibition, a lot of services and extra staff are required. It is very important to find the most qualified suppliers and at the same time staying with the budget lines. @dmire has already made many long-term contacts with reliable suppliers, which makes it far easier to acquire all services and staff required.

Below is a list of services that you might need for your event:

11. Scientific secretariat

@dmire manages all aspects of the secretariat including recording the abstract sheets, producing different reports used by the Committee and producing the abstract books and indexes.

12. Computerised administrative secretariat and Registration of participants

Once the conference invitations/brochures are sent out, @dmire becomes your Conference Secretariat. Our address, telephone, facsimile and e-mail are made directly available to participants.

We have developed a rigorous procedure to handle registrations in an effective and timely way through the use of  EVENTURE for Windows organisation software. When participants return their completed registration forms, the contents are keyed into the system. This information then becomes the basis for different activities including

13. Hot-line delegates

For any questions that participants might have, we operate a hot line for your event should you so desire. Our multi-lingual Secretariat is accustomed to handling large amounts of information in a highly personalised way:

14. Social programme

@dmire will also build social programme packages especially tailored to your meeting and your participants. All social programmes can be presented in your invitation, announcement or brochure. For optimal service @dmire often co-ordinates the management of a multi-lingual social.

15. Accomodation and/or travel packages

As respected and licensed conference organisers, we enjoy a close relationship to the hotel community in Belgium and abroad. We use our experience in this arena to come up with the best selection and booking of hotels for your event. From then on, we operate as a reservation office with no costs to you, nor to your delegates. As an integral part of our CONGRESS software, we also produce rooming lists and hotel vouchers.

16. Exhibition, sponsorship and advertisement

Launching an exhibition, sponsorship and advertising programme in parallel with a Conference provides a targeted audience for potential exhibitors, advertisers and sponsors and generates additional income for you, our client.
@dmire offers exhibition, sponsorship and advertising management support services as follows:

17. On-site co-ordination and logistics

As the countdown of your event approaches, @dmire will set up on-site operations. The conference secretariat will continue to handle last minute participant queries and changes, which will be forwarded regularly to the new on-site secretariat.
The following tasks are co-ordinated up to and during the conference:

We can either assist you or completely take over all facets of a conference program:

18. Financial management and control

Financial management and control are critical elements for all of the events we manage. The following tasks are executed if and when applicable: