MANAGING YOUR CONFERENCE FROM START TO FINISH

The distinctive service of Intelligent Events is a focused, highly skilled and dedicated team that will go that extra mile to make sure your conference exceeds expectations.

We work in partnership with you, handling all the administrative and logistical aspects leaving you with the time to focus on the scientific programme.


Venue search and negotiation

With long-standing contacts for venues, entertainment and other services, we keep close control of all aspects of your event. We’ll negotiate highly favourable contracts on your behalf, and ensure the setting and facilities fulfil the specific objectives of your conference.

Websites

Every conference is different and our IT experts will develop a conference website with online registration and abstract submission pages tailored to your specific requirements.
The site will be managed and regularly updated with the latest information including:
• Introduction and welcome
• Online registration
• Online abstract submission
• Programme information
• Social programme information
• Registration information including costs, closing dates and cancellation policy
• Venue and travel information
• Accommodation information
• Links – tourist information site, association website
• Joining instructions – start times, weather advice, travel information
• Committees and contact information

Online registration

Our IT team will develop an online registration page to include delegates’ details, registration details, social programme tickets, workshops – basically anything you would like to include for your delegates.

We’ll generate email reports for delegates, including:
• confirmation of booking
• receipts for payment
• joining instructions (travel, programme etc.)


If you already have a website, we can set up a link to an online registration page where delegates can register and pay by credit card or bank transfer.

Abstract management

We develop a web page where authors can upload their abstracts. As we specialise in international conferences, we understand that English may not be their first language, so we provide clear instructions and an easy-to-use interface.

We set up an online review process for scoring the abstracts. Then we sort the selected ones, and - with the organising committee - compile the programme and abstract book ready for publication.

If you prefer, we can provide abstracts online only, saving you money and helping you protect the environment.

Financial management

With broad financial experience, we can advise when and how to set up a limited company, and register for VAT. We can also identify cost savings. Our electronic systems help us monitor and manage each project in detail.

And when your event is over, we finalise accounts as quickly and efficiently as possible.

Social programme management

Whether your event needs a formal reception or gala dinner – or a more relaxed post-conference gathering – we can take care of everything, including the venue, catering and entertainment.

Graphic design

Our graphic designer will produce a powerful visual identity for your event – including the logo, website, programme, abstract book, menus and signage.

On-site management

Being on-site to look after delegates and speakers is essential to the smooth running of an event. Our experienced staff will be on hand to answer questions, assist speakers with presentations, register delegates, liaise with venue staff, and provide any other help you need.

Sponsorship and exhibition

The exhibition is an important part of an international conference. Intelligent Events will work with you and your exhibitors to ensure both parties benefit.

We can also advise on a sponsorship strategy and will develop a detailed set of benefits to sponsors, including budgetary items, and in-kind sponsorship.

Marketing

We will work with you to develop a marketing strategy to inform your target audience, through existing membership, publications, other conferences, journal advertising and website advertising.

Administration

Intelligent Events will provide a full-time office in the run-up to and during the conference.

Acting as a central point of contact for your conference, we will set up a dedicated email address and respond quickly to telephone and email enquiries.