Congress management


Professional Congress Organizer and Secretariat for scientific societies

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

Organizational services

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

Project management:

  • Planning and complete organisation of the programme,
  • Creating action plan /scenario, monitoring,
  • Follow-up, consultations with organisor 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 factulty members
  • Confirmation, follow-up of payments of registration fees and optional activities
  • Editing of invoices, receipts, certificate of attendance mentioning accreditation points
  • Providing name badges, vouchers, participants’ list 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 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 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 programme & abstract handling

  • Co-ordination and supervision of the scientific programme
  • Invitation letters for speakers and chairs
  • Surveying deadlines with regard to CV’s, abstracts and logistic instruction package:
    hotel, travel, dinner..
  • Implementation of an automised on-line 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 programme 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.

What our clients say

“A company you can rely on
and who provides high quality
services in a dedicated,
flexible and most friendly way”

Contact us

Orga-Med Congress Office

+32 (0)2 582 08 52
Opalfeneweg 3, B-1740 Ternat, Belgium