ORGA-MED CONGRESS OFFICE

Professional Congress Organiser and Secretariat for scientific societies or other organisations

---

Orga-Med Congress Office organises small meetings, large congresses, symposia, hands-on training, workshops, educational courses, exhibitions, dinner-parties, webinars, and e-learning solutions. These events are very diverse in size, medical & scientific topic coverage, and requirements.

Organisational services

While you can focus solely on the educational content, we can offer you all of the following organisational services.

Project management:

• Planning and complete organisation of the program,
• Creating action plan /scenario, monitoring,
• Follow-up, consultations with the organiser and all involved parties

Financial management and sponsorship:

• Budget draw-up and follow-up
• Sponsorship recruitment
• Payment and reminders

Registration and accreditation

• Registration of participants, exhibitors, speakers, and faculty members
• Confirmation, follow-up of payments of registration fees and optional activities
• Editing of invoices, receipts, and certificates of attendance mentioning accreditation points
• Providing name badges, vouchers, participants’ lists, and reports
• On-site registration management: installing desks, search, and briefing of assisting team
• E-evaluation forms
• Visum procedure for international activities
• Application for accreditation
• Follow-up, implementation: data import in the RIZIV database for National activities
• Application, guidance, and follow-up of accreditation on European level: UEMS

Promotion and marketing

• Announcements and Posters: copywriting, editing, and layout
• Bulk e-mails
• Social media: Facebook, Twitter, Linkedin, …
• Design, realisation, and management of an interactive website
• Promotion on the existing Society website
• Congress App

Logistics & accommodation

• Search & selection of the location, negotiation, guidance, and advice from offer to contract
• Coördination of catering and audio-visual needs
• Drawing signalisation and room decoration plans
• Booking travels and hotel reservations

Scientific program & abstract handling

• Co-ordination and supervision of the scientific program
• Invitation letters for speakers and chairs
• Surveying deadlines with regard to CVs, abstracts, and logistic instruction packages:
  hotel, travel, dinner…
• Implementation of an automised online submission and evaluation system
• Administration and coordination of the abstract selection procedure
• Receiving abstracts and letter to the author with notification of acceptance/rejection, presentation form
• To prepare the abstract book – hard copy or e-version – for the printer or publisher
• Production of the program book, abstract book, and all related printed matters or
• e-Versions

Orga-Med Congress Office can take care of the total organisation and coordination of your congress or event. Or you can also choose to outsource certain aspects of the organisation. Please feel free to contact us for more information.