Conference & Event Management

Event management covers the overall planning, promotion, administration, logistics, organization and management of an event or conference. When desired, In-Act can fully service you with all aspects of your event or assist you with smaller parts of your event.

Would you like to know what we can do for you? We look forward to meet you and provide you with more information. Please contact us at +31 24 360 08 49 or e-mail info@in-act.com.

Meeting Design

  • Formulating mission and objectives
  • Define Audience
  • Define Content
  • Develop Timeline
  • Search & Secure Venue

Program

  • Design Program
  • Select and contact program committee
  • Select and contact speakers, moderators, session chairs, keynotes and VIP’s
  • Main communication point for presenters
  • Logistics presentations & biographies of speakers
  • Audio visual organization for speakers (onsite)
  • Assist speakers, moderators and session chairs onsite

Financials and administrative organization

  • Budget calculation and control
  • Confirm and invoice participants, sponsors, exhibitors
  • Collect and process payments
  • Follow up payments
  • Control and settlement of invoices third parties
  • Participant registration
  • Production and coordination of name badges, evaluation forms, participants lists, etc.

Logistics

  • Abstracts handling
  • Proceedings handing
  • Manage food & beverage
  • Manage hotel and accommodation
  • Manage AV equipment
  • Manage 3rd party contractors
  • Organizing transfers
  • Travel arrangements
  • Social program
  • Timeline & script
  • Evaluation & output

Onsite Management

  • Hostess Service
  • Registration and welcoming participants
  • Review conference script with location staff and technicians
  • Coordinate third party contractors
  • Coordinate audio visual needs
  • Instruct and assist speakers, moderators, VIP’s, sponsors, exhibitors and media

Marketing, Communication & Sales

  • Event marketing
  • Digital marketing
  • Blogs
  • Social Media
  • Website Management
  • Media & press
  • Printing
  • Mailing hardcopies
  • Development Sponsor- and exhibition packages
  • Sales of sponsor and exhibition packages