Programme and speaker management
We work closely with your committee to plan all aspects of the programme timetable and manage information flow to speakers. Our rigorous attention to detail will help to ensure that your submission deadlines will be met. There will be ample time to conduct a review process and notify the authors. Let us manage these time consuming processes for you:
- Distributing keynote speaker invitations
- Abstract submission through the Congress website
- Online administration of the abstract review process and notifications
- Support with programme structure and scheduling
- Onsite speaker briefing notes
- CME accreditation management
- Translation and interpretation services
Sponsorship sales and exhibition management
We can help secure sponsorship and exhibition revenue that will ensure the economic viability of your event. Our commercially focused sales team can help you profile and target corporations and organisations, design and prepare effective sponsorship / exhibition packages and make all the necessary contacts.
- Selection of target sponsors in co-operation with your organising committee
- Creation of sponsorship strategy and packages
- Design and production of the marketing collateral
- Liaising with and presenting to potential sponsors and exhibitors
- Design and production of the exhibitors' manual
- Organisation of the exhibition floor plan, shell schemes and freight handling
- Provision of full on-site support to sponsors and exhibitors
- Revenue collection and financial mangement
Marketing communications
With more events than ever competing for delegate attendance, we understand that effective marketing and promotion will make a big difference in generating the desired levels of participation for your event. We will create a bespoke promotional campaign for your event to optimise response.
- Copywriting and graphic design for all promotional materials relating to your event
- Profiling and targeting of your potential audience including direct marketing list-building
- Production and distribution of conference brochures and other direct mail collateral
- Telemarketing follow-up to enhance delegate recruitment
- Press and media coverage of your event through press releases, interviews and articles
- Advertising campaigns through journals, magazines and other publications
- Online promotion via a bespoke website and email announcements
- Creation and distribution of e-newsletters / e-bulletins
- Production of promotional tools (e.g. DVDs, banners, posters, clothing, gifts)
- Video production and photography
Efficient delegate registration management
Our state-of-the-art software systems provide a stable and secure environment for processing registrations. This technology ensures efficiency and flexibility when dealing with the needs of your participants. We offer complete online registration and payment by credit card ensuring bookings are processed in real time and confirmations are sent out immediately via email. Our service extends to:
- Receiving, processing and confirming all registrations
- Handling registration enquries via a telephone helpline
- Distributing announcements and information to registered delegates
- Creating a customised database which collects and tracks delegate information
- Preparing delegate packs and badges
- Greeting and processing participants upon arrival at the venue
- Production, collation and distribution of event information
Transparent financial management
Our finance team will ensure that you are kept up to date with all the facts and figures relating to the financial accounting for your event. Our totally transparent business approach ensures a first-class service for the following;
- Budget, cash flow and payment management
- Multi-currency payment and banking
- Tax planning, registration and declaration
- Purchase order, payment approval and audit trail systems
- Supplier negotiation, payment terms and management
- Fast and efficient accounts reconciliation
Venue and supplier management
Our experienced event planners help you find the right venue. We will then manage the relationship with the venue and other suppliers to ensure you get the best value and service. Our services include:
- Venue finding and contract negotiation
- Full risk assessment report
- Supplier tendering and service level agreement implementation
- Design of floor plans
- Liaison between venues and suppliers
- Venue set up and signage
- Onsite AV and IT provision
- On site supplier co-ordination
- Security services
Accommodation and travel
Our established experience with major international hotel chains will guarantee that your delegates benefit from the best available rates. We will create a bespoke accommodation plan to suit their budgets and culture. From five star luxury through to budget accommodation, we can fine tune the agreements and make all the necessary reservations. Our online systems can seamlessly manage the booking process.
- Secure online accommodation booking systems
- Hotel / Venue transfers
- Meet and greet services
- VIP limousine and delegate shuttle-bus transfers
- Public transportation options
On site management
When it comes to the day of your event, you'll benefit from an experienced team that's cool, calm and in control. From welcoming delegates at the registration desk through to collecting their evaluation forms before they depart, we will ensure that your guests have a memorable and rewarding experience. We will work quickly and efficiently behind the scenes to ensure that all these elements are fully covered on the day:
- Fast-track registration management
- Co-ordination of suppliers and technical requirements
- Speaker and programme management
- Schedule and timekeeping
- Exhibition management and sponsor liaison
- Volunteer co-ordination
- Translation services
- Distribution of conference materials and documentation
- On-site support to speakers and VIPs
- Press office services
- Technical services including AV, voting systems, networking tools, E-posters and web-casting
Social Programmes
No congress is complete without a programme of events to entertain participants and introduce to them the delights of their destination city. Whether you want to offer participants a cocktail reception, banquet, excursion trips or theme parties, the ChoiceLive team will create a unique package for your attendees. We can handle everything from concept planning through to set-up, rehearsal and delivery of:
- Theme evenings
- Galas and cocktail receptions
- Dinner banquets
- Entertainment programmes
- Tours and excursions
- Spouse programmes