Service
Our Services
Planning and Consulting
Special events or conferences are fraught with thousands of details, and have to come off without a hitch. Planning ahead helps to eliminate the need of doing things twice. Whether your event is for 50 or 5,000 people, planning and executing the project is like a high-wire act without the safety nets. Any event you plan and stage is a reflection of your organization’s image from the initial invitation to onsite operations.
Scope of service:
• Initial planning and budgeting
• Draft an action plan and timeline, define responsibilities and milestones
• Advise on venue requirements and create a concept ensuring optimal use of space. Negotiate and conclude venue contract
• Negotiate with, assign and supervise required suppliers in accordance with the conference nature
• Serve as central contact point for conference suppliers, speakers, participants and exhibitors
• Work closely with and take part in organizational meetings with organizer
Budget Control and Financial Management
Once you decided to arrange an event. After preparing a preliminary cost estimate, the conference has been ensured that the funds are sufficient and suitably allocated as a plan. Let us help you to control things to the goal.
Scope of service:
• Keep tracking for event budget
• Continuously monitor income and expenses
• Compile and continuously update a detailed conference budget
• Draw up an account balance
Marketing and Funding
The heart of successful conference event is the marketing. The overall marketing umbrella covers advertising, public relations, promotions and sales. Marketing is a process by which the event is introduced and promoted to the potential target group who we will earn the income from them as well as fund raising from the potential sponsors and some of government bureau.
Scope of service:
• Develop a marketing plan in accordance with the conference structure and culture
• Coordinate development of a conference identity for printed matters (Poster, Postcard, Bookmark, Announcement, etc.)
• Coordinate the setup of the conference website and provide regular updates
• Coordinate and produce other online medias (ADs in free search engine, etc.)
• Handle ongoing e-newsletter to the potential target regarding registration, programme, and general information about the conference
• Telesales and correspond to potential sponsor
• Follow up and settle down for the balance of payment from all aspects income
Scientific and Program Development
It is very important how to make your event as a memorable and valuable to the participants and all parties who support and involve to the event. We work closely with the program development team to ensure that the event will become successful with a ton of appreciation.
Scope of service:
• Administrative services to the program development team
• Coordinate with the program development team to create scientific and social programs
• Send out official invitation letters (invited speakers, chairman, VIP guests)
• Handle ongoing correspondence with speakers, chair persons, and faculties
• Follow up and collect abstracts and speakers’ CV
• Arrange transportation and hotel booking for speakers’ hospitality
• Handle free paper abstracts:
-Set up an online abstract submission platform in accordance with the conference guidelines
-Issue call for abstracts and papers including submission guidelines
-Provide an online platform for review of submissions or offline distribute submissions to the reviewers
-Notify submitters of acceptance or rejection of submissions, and provide information on date and time of presentation
Registration and Onsite Management
An important factor how you can gathering the participants once they interested to join the event is the simply registration system. We can supported the event by friendly registration system both for pre-registration system by online and onsite management.
Scope of service:
• Set up an online registration platform, which is linked from the congress website
• Manage database of registration
• Provide registration options online or via fax form
• Issue confirmation letter and handle ongoing correspondence with delegate
• Follow up and collect registration fee
• Prepare name badge and compile conference materials for delegates
• Set up and staff a registration counter on site for handling both pre-registrants and new registrations and handing out of conference materials
• Manage and facilitate the conference to organize smoothly according to plan
Administrative Service
We develop and supervise an action plan and we can assist the organizing committee team for all secretariat jobs from top to bottom. It’s seem like that no one knows how many paper works and how many channels of communication which have to be done before the conference and to be the successful event. We are a team who “organizes our job from our mind” and we are willing to serve you, we call ourselves “Mind MAP Organizer Co.,Ltd.”
Scope of services:
• Excerllent Organized
• Professional Communication
• Paper works
• Smile services