Congress organisation

Anyone who has ever organised an event knows it can take up a huge amount of time. Why not let us help you? Congress Care will gladly take the entire project off your hands, from the very first meeting until the final evaluation. Needless to say, you remain in control at all times. We use your expertise, work together to develop the strongest possible programme and find the best speakers, and regularly consult with you about the progress of your project. But you can count on us to take care of the really time-consuming nitty-gritty details.

Get the Most Out of Your Event

We understand exactly what you are looking for and will make your event a success.

What We Do:

Concept Development

  • Objective and target group identification
  • From idea to programme fulfilment
  • Harmonization of content and user
  • Utilisation of network and bringing together parties

Project Management

  • Set-up, planning and complete organisation of programme
  • Formulating and monitoring of project plan
  • Creating action plan

Project Secretariat

  • Administrative tasks
  • Preparing, writing and distributing minutes
  • Contact point for participants and speakers
  • Compiling guest list
  • Coordinating and dispatching invitations
  • Society secretariat

Financial Management

  • Budget formulation and monitoring
  • Opening and controlling of congress bank account
  • Financial management
  • Financial administration


  • Applications for accreditation
  • Registration of study points using registration and accreditation systems

Marketing and Promotion

  • Formulation of a promotional and publicity plan
  • Supervision of concept design, text editing and printed matter, e.g. stationery, invitations, advertisements, posters, brochures, programme handbooks and abstract books
  • Design, realization and (technical) management of interactive website
  • Optimal use of social media (Twitter, LinkedIn, Facebook etc.)
  • Publicity (news items, external media, congress calendars)
  • Press contacts
  • Production of programme handbook, abstract book, DVD

Programme and Speakers

  • Advising on content and lay-out of programme
  • Advising on possible speakers and chairpersons
  • Inviting speakers
  • Supervision of programme and speakers
  • Set-up and coordination of registration procedure and submission of abstracts
  • Collection, assessment and processing of abstracts and proceedings (online)

Logistics and Accommodation

  • Location selection and negotiations
  • Venue booking and technical facilities
  • Catering management and coordination
  • Management and coordination of audiovisual equipment
  • Decoration of location, rooms and stage
  • Coordination of (directional) signage of location


  • (Online) participant registration
  • Participant administration
  • Badges and participant lists
  • Registration of exhibitors, speakers and other faculty members

On-site Coordination

  • Room layout and timetable
  • Reception and registration of participants, speakers, exhibitors and other involved parties
  • Coordination and direction of action plan
  • Contracting and instructing hostesses, technicians etc.
  • Logistics management


  • Evaluation participants and speakers
  • Updating participant records
  • Evaluation with client(s)

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