Conference organisation
We are your specialist
Organising a healthcare conference is time-consuming. There are many aspects to consider even before the conference begins, as well as during its execution. The experienced project managers and staff at Congress Care are ready to support you throughout the entire process, allowing you to attend your conference as a guest. From the very first meeting to the evaluation, you retain control while we assist you from start to finish. We collaborate on an impactful programme, seek out prominent speakers with you, aid in sponsor acquisition, and hold regular meetings to discuss the progress of the organisation. This enables you to focus on the content while we ensure that your conference is a success!
What we can do for you
Concept development
Firstly, we discuss your objectives and target audience, ensuring that your idea is translated into the programme. We consider both the content and the experience of the participants. After this, we reach out to our network and wide range of contacts. We also act as the central point of contact for all involved parties to steer the organisation of your conference in the right direction.
Project management and planning
We take complete charge of project management for you. This entails the design, planning, and execution of the programme, including logistical organisation. This includes crafting and monitoring a detailed project plan and schedule throughout every phase of the conference. An essential component of this is a carefully compiled script, documenting every aspect of the conference from beginning to end.
Marketing and promotion
To make sure that your conference will be well-attended by setting up and executing a promotion and publicity plan. This includes guidance on graphic design, text editing, advertisements, and the use of social media. We also list your conference on conference calendars and distribute newsletters to generate publicity. Additionally, we have an extensive database of relevant contacts through which we can promote your conference. Your conference will also have its own website. We have this website professionally developed to ensure it is easily found on online search engines, allowing participants to register effortlessly.
Programme and abstract management
Due to our years of experience, we can provide you with extensive advice on the content and structure of the programme. We make sure the programme runs smoothly and we guide the speakers. This includes the setup and coordination of the abstract submission procedure.
Project secretariat
We also take care of administrative tasks and matters related to participant registration, such as compiling the mailing list and coordinating and sending promotional mailings on your behalf. To save you from the hassle, we also serve as the point of contact for your speakers and exhibitors.
Registration
We ensure flawless participant administration prior to the conference. When the conference takes place, participant lists and badges will be ready for you at the venue.
Financial management
We handle the financial administration for you and monitor the predetermined budget. Often, sponsor acquisition is a part of organising a healthcare conference. We also take care of this aspect entirely for you. Discover more about what we do regarding sponsor acquisition.
Accreditation
We understand that accreditation is important for your participants. That's why we also assist you with the accreditation application and the recording of CME points in registration and accreditation systems.
Logistics and accommodation
For a seamless flow of your conference, at Congress Care, we take responsibility for venue selection and negotiation. We handle room reservation and ensure necessary technical provisions. We also coordinate and organise catering, provide audiovisual support, and take charge of coordinating the decoration of the venue, rooms, and stage.
On-site coordination
At Congress Care, we prioritise excellent service and consider the peace of mind of our clients paramount. In the lead-up to the conference, we act as guides and advisors. During the conference we take on the roles of producer and director on-site. This means that we ensure a successful conference, allowing you to participate as a guest without needing to concern yourself with logistical matters.
Afterwards
The organisation doesn't end once the conference has taken place. We believe it's important to have an evaluation moment between you and our team. Additionally, we coordinate participant and speaker evaluations, handle financial settlements and reporting, send certificates to participants, and provide a thank you gift for the speakers.
Focus on the content and leave the rest to us.
