Consulting and Services for the planning, organization and realization of conferences.

Scivent can assist you by realizing all the services listed below. You determine the extent of the services that we perform.

1. Before the Event

Scheduling

• Management of the complete project
• Scheduling the whole event, including setting deadlines
• Providing ideas for items on the schedule
• Controlling the schedule
• Consulting for and participation in the organizing committees

Finances and Controlling

• Assumption of the responsibility for budgeting and controlling the budget (calculation of expenses, income, and profit)
• Calculation of delegate and exhibitor fees
• Sponsoring (Development of sponsoring packages)
• Controlling of payments and bills

Venue, Catering, Hotels

• Finding the right venue
• Negotiating the contract with the company providing the venue
• Negotiating the contract with the caterer
• Organization of the social program and of excursions
• Obtaining hotel contingents and hotel accommodations

The Scientific Program

• Setting deadlines
• Proposals for the main topics
• Invitation of speakers and chairpersons, compensation policy
• Abstract handling
• Arranging the complete scientific program
• Organization of the poster sessions

Marketing

• Designing marketing strategies
• Designing and producing printed materials (announcements, calls for papers, preliminary program, final program,
  registration forms, etc.)
• Designing and placing advertisements in journals and commercial web sites in compliance with the budget
• Organization of mailings
• Database design, creation, and administration
• Creation, installation, maintenance of a conference web site including on line registration forms

Sponsoring, Commercial Exhibitions, Contra Deals

• Acquisition of sponsors and exhibitors
• Negotiation of agreements with sponsors
• Layout of registrations forms for exhibitors and sponsors
• Making contra deals with publishing houses
• Organization of the commercial exhibition

Registration

• Registration of delegates, control of payments

2. During the Event

• Layout and production of printed material (i.e. final program, abstract book)
• Production of delegate and exhibitor lists, poster lists, plans of the venue and the exhibition hall, etc.
• Assembly of registration material, including name badges, tickets etc.
• Scheduling personnel for delegatend exhibitor registration
• Control of onsite income and payments
• Control of booth construction
• Assistance for the exhibitors while setting up their booths
• Control of catering (coffee breaks, banquet, exhibitors' lunch seminars, cocktail parties, etc.)
• Control of the technical equipment in the lecture halls and seminar rooms
• Care of invited speakers and of committee members

3. After the Event

• Settlement of cash accounts (on site payments, etc.)
• Sending out reminders of due bills
• Preparation and publication of the proceedings
• Final accounting, calculation of profits
• Calculation of value-added (sales) and other taxes