Conference Management

ILIOS Conferences will take overall responsibility for all aspects of the planning, coordination and administration requirements of your conference. This includes but not limited to drafting and circulating of Agendas before meetings and the taking, distributing and filling of minutes. We will keep records and file all other paperwork relating to the conference.

 

Abstract / Paper Handling

Through the use of specialized conference management software we are able to offer full turnkey Abstract Management service. The entire process takes place online and is linked to the conference website.

Through this system we able to -

  • Receive speaker papers electronically
  • Allow the review process to take place on-line
  • Empower the committee to allocate papers to sessions
  • Give the conference attendees access to the conference papers online

 

Professional Programme and Speaker Management

We are able to assist with the development of the programme, such as the length of the sessions, the most suitable meeting rooms to host the various sessions, the AV requirements for the sessions and presentations and all other logistics required in this regard.

We provide a full turnkey service for the management of the Abstract Submission and Review process.

This service also includes the sending of invitations to Sessions Chairs; manage their arrangements and managing them onsite.

 

Marketing & Promotion

We have developed a highly effective and proven methodology that will deliver results. We would utilise this proven methodology to maximum effect to boost attendance at the conference.  

A combination of the timing of the Early Bird cut-off dates, Abstract submission and closing dates and notifications coupled with the timing of the 1st, 2nd & 3rd Announcements is what usually does the trick. We will assist with the identification of the target audience and will work hand in hand with the Organising Committee in compiling a database with which to target through an e-mail alert marketing campaign.

 

Budgeting

When appointed as PCO, one of our first tasks is to compile an Indicative Budget based on available information and taking all variables into account. The budget will contain a summary of all costs as well as a detailed breakdown of all expenditure, line item by line item. It will also include projected income based on the number of expected delegates.

The Draft Indicative Budget will be based on the expected number of delegates, a Plenary Presentation session and Parallel sessions, based on the conferences specs. It will also include costs for–

  • All AV requirements for all sessions
  • Venue hire (including organisers offices)
  • All IT requirements
  • Catering – Teas/Coffees and lunches
  • Design of Logos and Corporate Identity
  • Design and printing of all promotional material including banners and signage
  • Design and printing of all conference booklets i.e. Final Programmes etc.
  • Social Events
  • PCO Fees
  • Support / Onsite Staff
  • Marketing costs

 

Financial Management

ILIOS Conferences is able to provide full Financial Management service for your conference including managing the entire flow of funds and expenditure process of your conference.

This includes complete financial reports (in Pastel) on a regular, monthly basis and upon request. 

Once transactions take place we start submitting financial reports to the Organising Committee that contain the following –

  • General Ledger
  • Income Statement
  • Bank recon
  • Balance Sheet
  • Bank Statement
  • Actual Vs Budget

Also included in the financial management services is the raising of and send out of invoices for the Registration fees, process and record all Registration payments and also issue dues letters and follow up on outstanding dues via e-mail and telephonically. This will also apply to any other income, such as sponsorship etc.

 

Registration

We offer a fully turnkey, automatic, online Registration solution for your conference. We have the systems in place to manage the entire registration process from the drafting and setting up of an online registration page to receiving and managing the registrations, sending out of confirmation letters, handling delegate queries, to invoicing and processing payments as well as follow up on dues and sending out of fulfilment letters.

 

Onsite Management

ILIOS Conferences will take control of the entire onsite management of your conference. This includes the setting up and managing of the registration area.

Onsite will be a full complement of IC staff which would include–

  • Project Manager
  • Project Co-ordinator
  • Bookkeeper
  • Registration Supervisor
  • Registration Staff
  • Accommodation Liaison

The management of all suppliers onsite will also be taken care of by us to ensure the needs of and expectations of a conference is met. 

We do whatever it takes to ensure the smooth running of any conference we are managing

 

Congress Materials and Print

We will play a key role in development of the Corporate Identity and branding of your conference and are fully adept at it and appraised of the needs of a conference and congress. We offer hands on involvement and years of experience to ensure that good quality and catching branding and CI is produced.

We will liaise with design companies to oversee the production and development of the CI, logo and branding. We will carry the CI, branding and logo through to all conference material such as the 1st 2nd & 3rd announcements, the website, the delegate bags and badges.

 

Social Programme

Part of our service is to develop and take care of the entire Social Events Programme for a conference.

We do not underestimate the importance of the social events, this is often where important networking and exchange of knowledge takes place and many new professional relationships develop. Therefore we place a lot of emphasise on producing and delivering great social events, within budget

 

Accommodation

ILIOS Conferences can and will take care of the entire Accommodation needs of your conference. We contract with the hotels, assume all risks, develop an online accommodation booking page, manage the bookings, invoicing, payments and rooming lists.

Delegates would be able to review the hotels available, on the conference website and when registering online, will be able to book their accommodation on the same page as well as pay for both registration and accommodation in one easy step.

 

At ILIOS Conferences (PTY) Ltd. we have the necessary expertise and infrastructure to provide you with all of the above mentioned services and will adjust our offerings, based on the needs of your project.

For a detailed proposal on how we can assist with your conference and how we charge, please do not hesitate to contact us.

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