Maxima goes one step further and has the know-how to organize a conference from zero base, as we have done so at several occations with great success.
- Identification of all for a successful congress organization
- Sourcing & reservation of Congress Venues
- Detailed for congress organization & extensive analysis of all the expenses involved budget plan
- Analytical & all congress management stages time scheduleplan
Congress Marketing & Promotion:
- Congress Management - research for & contacts with sponsors
- Design, editing, drafting, printing & publishing of all promotional congress material
- Design and development of each , where delegates are able to find all the relevant information, register online for the congress & submit online scientific abstracts congress official website
- Publication & announcement of congress in journals, websites & other subject-related channels
Scientific Program Management Support:
- Finalize with the congress speakers for their participation to the scientific program.
- Scheduling the event in collaboration with the scientific committee.
- Setup of a system for online submission of abstracts
- Printing & publication of the Abstracts book.
- Printing & publication of the congress material the First Announcement, the Preliminary Congress Program, the Final Congress Program & the Proceedings of the congress.
Administrative Operations Management:
- Acquisition of the required government approvals (e.g. as in the case of medical congresses).
- Handling online congress registrations & on-site congress registrations.
- Correspondence with the congress speakers & delegates.
- Planning of the setup, the halls allocation & equipping of the congress venue.
- Effective project management to ensure that all deadlines are met according to the time schedule & plan, across all congress management stages.
- Reporting (upon request) on the actual congress expenses compared to the congress budget plan.
- Preparation & finalization of the congress program & timetable.
- Financial Management & handling of financial issues – invoices, payments, etc
- Printing & publication of the required congress material – congress programs, congress posters, badges, invitations/ coupons, travel documents, etc.
- De-recording & translations of the speakers’ presentations.
On-site Operations Management:
- On-site registration for congress delegates.
- On-site registration desks for provision of congress badges, congress material, etc.
- Audiovisual equipment & technical support.
- Simultaneous translation & interpreting services.
- Audiovisual recording of the speakers’ presentations.
- Catering for coffee breaks & business luncheon.
- Logistics management & coordination of the congress program & all operations involved.
- Hospitality & Information Desks for congressional assistance and secretariat activity.
- Business & Media Center where congress organizers, speakers & delegates can make full use of a computer laptop connected online, a printer, a photocopier, a scanner, a fax, a telephone line & other administrative services.
- Security services at the premises of the Congress Venue.
- Welcome & Closing events – Welcome cocktails, Gala dinners, etc.
- Shows & special entertainments – concerts, theatrical plays, etc.
- Special evening venues for the congress organizers and the Invited speakers.
Accommodation Management & Tourist Services:
- Hotel booking at very competitive rates specially negotiated for congress delegates. As a Lufthansa City Center, we keep strong relationships with a large number of hotels all around Greece.
- Flight booking & ticketing for any international (outgoing & incoming) or domestic flight itineraries.
- Car rental with all major car-hire companies.
- Arrival & Departure Logistics.
- Ground transfer services – from luxurious private transfers with English-speaking drivers, to 50-seat bus transportations and shuttle buses to and from the Congress Venue.
- Optional organized tours & customized tours for the congress delegates and the accompanying persons, with professional multilingual guides & escorts if requested.
- Restaurant-theatre-concert-festival reservations
- Provision of & – visa requirements, about the congress city/area, etc.useful tourist information tips