Our roots are deep in Helsinki – We utilise our local knowledge and vast network to offer the most comprehensive and reliable service solutions.
Comprehensive Service Solutions for Your Next Professional Meeting
Tailored solutions for every professional meeting
We offer tailored solutions to meet the needs and requirements of our clients. Pick and choose from below or contact us for more.
- Drafting an action plan and defining responsibilities
- Organising meeting with the organiser and suppliers
- Researching, negotiating and securing suitable venues for conference
- Ongoing communication with venue and all suppliers
- Planning the use of space at conference venue
- Evaluating the need for technical equipment
- Stating a clear rescue plan and evacuation procedure
- Managing decoration, signage and catering
- Providing interpretation services
- General consultation in regards of grants and fundraising
- Conducting a comprehensive marketing plan
- Handling correspondence with speakers and their travel and accommodation arrangements
- Producing a congress report including statistics
- Gathering feedback from participants and exhibitors and producing a comprehensive report
- General overview and feedback meeting with organisers after conference
- Final customised financial settlement of all transactions including VAT settlement and tax support
- Tailored virtual or hybrid solutions
- The team from Confedent consulting throughout the process
- High quality technical services from the leading industry professionals
- Live streaming platform customised to suit your company brand
- Personal event login links
- Technical support and moderating services
- Virtual lobby
- Chat
- 1:1 videocalls
- Sponsors & Exhibitors
- ZOOM/Teams execution or professional recording at a venue or in a studio
- Design and set up of online registration platform together with organiser
- Gathering delegate information through online platform (contact information, registration category, tours, social events, special dietary requirements, visa information)
- Visa handling
- Providing online hotel booking platform in conjunction with registration system
- Invoicing and collecting registration fees
- Receiving credit card payments through secured site
- Sending registration confirmation letters and payment receipts for delegates
- Handling and sending payment reminders
- Ongoing correspondence and communication with delegates regarding registration and general information via e-mail and telephone
- Consistent reporting of real time participants lists for organisers
- Certificate of participation
- Registration services on site during conference
- Budgeting and detailed monitoring of the budget before, during and after the conference including a final settlement of all transactions
- Invoicing of registrations fees and sponsorship & exhibition expenses
- Monitoring and allocating monetary transactions to designated accounts (purchase and sales invoices) and handling all payments in accordance to suppliers’ conditions of payment
- Receiving credit card payments through a secured site (NETS)
- Reimbursement of travel expenses and fees for invited speakers
- Advisement in VAT settlements and tax support
- Securing a suitable venue for conference or event
- Coordinating site inspections for organisers and other suppliers
- Ordering technical equipment, catering, signage
- Gathering and packing conference material
- Staffing and handling registration and information desk
- Handing name badge and conference material upon arrival
- Handling on-site registrations and collecting registrations fees
- Collecting unpaid registrations fees from delegates
- Training and guiding assistants and volunteers
- Recruiting and coordinating congress staff
- Designing and set up of online abstract submission platform
- Issuing abstract submission guidelines and timeframe
- Correspondence with delegates submitting abstracts
- Online platform for reviewers to review and grade the abstract
- Notify submitters of acceptance or rejection via e-mail
- Formatting of all abstracts for abstract book (print or electronic publication)
- Booking room allotments in selected hotels agreed with the organiser
- Negotiating reasonable room rates and cancellation policies with selected hotels
- Managing individual and group bookings through online platforms
- Ongoing communication with the hotels and delegates
- Establishing a marketing and advertising plan with the organiser
- Development of visual and graphic design, designing logos
- Creating and producing printed matters for promotional use
- Marketing communication before, during and after the conference
- Creating conference web page
- Conference application
- Comprehensive planning and organising
- Detailed organization and implementation of entire professional meeting or conference
- Scheduling and design
- Delivery of congress material to designated places
- Researching, negotiating and securing suitable venues for social events
- Designing various events and activities and implementation
- Drafting of action plan and implementation of opening and/or closing ceremony
- Offering and implementing pre and post tours for delegates
- Organising evening galas and receptions
- Sourcing and managing any entertainment
- Taking care of audio visual requirements and catering
- Transportation to and from venues
- Ongoing liaison with venues and supplier
- Drafting a comprehensive concept and plan for exhibitors
- Creating sponsoring packages and contacting potential sponsors
- Manage marketing and sales of sponsorship and exhibition packages
- Communication with contractors and other suppliers
- Planning poster displays and coordination of implementation
- Ongoing correspondence and communication with sponsors and exhibitors
- Handling contracts with all parties involved
- Gathering an information package for sponsors and exhibitors
- On-site assistance during set up and dismantle
- Invoicing and monitoring of payments
- Planning and designing conference web page to match de visual look of the event
- Creating web page content and graphic look
- Updating and maintenance of web page
- Planning and creating conference app according to visual look of the event
- Creating app content
- Updating and maintenance of app
- Sending messages and alerts through conference app before, during and after the conference
Are you in need of a professional congress organiser? Please contact us.
© Jussi Hellstén