Congress Management Tutorial
This tutorial is a rough guideline for the first phase of organizing your event. Please add details specifically important where you feel needed and create your own specific guideline ensuring yourself to not miss out on any important details. Next steps in the process, as listed below, will also be supplied by us, along with our offer.
Conception and Budgeting
This is the initial phase, where the requirements of the client are being laid out and are being reflected to the budget. Travel requirements are being researched to make sure that all targeted participants will be able to reach the destination in a reasonable way. The conception will include some research and will result in a concept plan including pre-program. The outcome, the concept, and budget will be important for our next step.
Hotel and Congress Venue Search
Based on the conception and budgeting phase, we will start to search for available hotels and venues fitting your budget and requirements. The results of this search can be optimized by having the concept and budget ready in a reasonable advanced timeframe. Reasonable is in general depending on the amount of guest rooms and amount and size of conference rooms required. We will send you the offers, clearly stating all your requirements and the prices of that.
Possible Event Venue Search
When arranging a meeting or conference in most cases a social event, teambuilding, concerts, gala dinners or other type of events are required to get the most out of your time together
Site Inspections and Decision Making Process
In this phase the offers made by us will also be tested by you according to your concept plan. Based on your findings you might want to consult with us again on the pros en possible cons you might have for the venues. We have the local experience and can therefore direct you towards the right choice for your event. In the case you find it eminent to also view the venue’s yourself we do offer consultation in the site inspection process. Not only will we take you around and show you all venue’s but we will also ensure you have all materials required to ensure you don’t overlook any important points related to your concept program. Site inspection consultation is rewarded free of charge when an actual booking is made. In case no booking is made we will charge a fair price just covering the cost for the site inspection consultation, program and accommodation as we regard that our services are at a very professional level and have a very good value to you.
Bookings
Your decision now needs to be made. When having made your decision regarding the venue(s) and having informed us on that choice we prepare and send you our contract(s). Another confirmation will be send, in which all details and prices of the booking are clearly laid out.
Further steps in our tutorial are:
- Announcements
- Other arrangements
- One month before arrival
- Half a month before arrival
- Before you leave your office
- Arriving at the destination
- Meeting days
- Post event meeting
- Back in the office
Cities we offer our services in are:
Prague Budapest Vienna Berlin
