Conference Management and Meeting Planning Services : MediConference Partners

By: Mediconference Partners  05/12/2011
Keywords: Conference, management services, conference management

MediConference Partners offers a full conference management services providing a one-stop shop for all you need to know about running a conference, administering it efficiently and bringing it to a successful conclusion. As your Partner, we share our knowledge, our experience and our purchasing power. Indeed, as with any partnership, it is not so much about any one big thing, but more about a million little things.

  • Typical Organisational Chart

  • Bid proposal

    Conference Partners will provide assistance in the preparation and design of the bid document. We will research our local knowledge base to source the most suitable individual or organisation to act as host for your conference. If required, we will partner you throughout the entire bid process accompanying you to the country where the bid is being presented and support you in the marketing and PR on site ensuring a successful bid.

  • Venue search and feasibility study

    Our skill lies in matching our client’s requirements to the perfect venue. We have a comprehensive listing of conference venues and more importantly an in-depth knowledge borne from experience of what each has to offer to ensure that perfect match.

  • Time line management

    We will provide you with a detailed time line and project implementation plan clearly outlining the tasks and responsibilities in the lead up to the conference.

  • Dedicated management team

    MediConference Partners has a highly qualified team of conference management professionals who will work as your partner and support you in all areas of the conference to ensure its successful delivery.

  • Budget and financial management

    We recognize the importance of good financial management as being key to the success of your conference. We prepare  a detailed income and expenditure budget, we operate a dedicated conference back account, we process payments, manage cash flow and produce a full financial report and audited accounts after the conference.

  • Conference Funding & sponsorship

    MediConference Partners understand sponsorship and the benefits it brings to any conference. We will work with you to identify potential conference sponsors and industry funding to optimize the revenue for your conference. We manage all the administrative and contractual functions and ensure the on-site delivery of sponsor expectations and entitlements while still maintaining the integrity and independence of the conference.

  • Promotion and publicity

    We prepare a promotional plan that includes direct mail, advertising, telemarketing and internet marketing.  We co-ordinate and manage mail shots and ezines and we assist with promotional work around relevant conferences and events in the lead up to your conference.

  • In-house graphic service for promotional materials

    Our in-house graphic design team will work to create a unique identity for your conference and apply this across all your conference materials from brochures, signage and stage design, to advertisement, posters or simply delegate pads and pens.

  • In-house web development service

    Our in-house web developer will design a bespoke website for your conference.   As this service is provided in-house, it allows for a quick turnaround on website amendments resulting in a current conference website at all times. The website is fully integrated with our on line registration and accommodation management system.

  • On-line registration

    Our custom designed online registration software allows for user friendly registration and accommodation bookings, secure on line payments, as well as customized reports for your conference.

  • On-line abstract management and proceedings

    We remove the administration headache by offering an online submission and blind peer review service for abstracts, with unique access via personalised login for both submitters and reviewers. The software allows for the easy compilation of the conference programme, print formatting and publishing.

  • Accommodation

  • Social Programme

    We will produce imaginative and creative social programmes in unique locations for your delegates. Our expertise includes the management of top class entertainment, creative stage design, dazzling lighting displays, sound, and state of the art audio visual and video production working with the best artists and musicians Ireland can offer.

  • Set design and stage management

    Our in-house production management team will ensure a smooth running event that is well choreographed. We pride ourselves on our ability to create impactful set designs which are enhanced with unique and creative lighting.

  • Pre and post and technical tours

    Ireland is a unique and wonderful destination.  We create tailor made programmes for pre and post conference tours using our extensive knowledge of the tourism product to enhance the delegate experience.  We can also organise conference theme specific site inspection and technical visits.

  • Technical audio visual requirements

    From our extensive experience we understand the importance of quality audiovisual services to a successful conference. Our reliable bank of audiovisual suppliers have worked with us for over 10 years and their technicians are friendly and highly skilled. We ensure that only the most modern and up to date equipment is used on all our conferences.

  • Exhibition Management

    MediConference Partners work hard to ensure that the exhibition element of a conference is fully integrated into the overall programme ensuring that delegates and exhibitors have every opportunity to network.

    We prepare architectural drawings and floor plans, exhibition manuals, sell exhibition space, book furniture and electrics, manage venue logistics  and generally co-ordinate every aspect of the exhibition including freight …

  • Transport

    From meet & greet on arrival to co-ordinating arrival and departure lists, we offer a full transport management service using top quality coaching and chauffeur drive services with experienced and professional drivers.

  • On-site management

    We manage every aspect of your conference on site to include venue management, supplier management, registration, staffing, security and general logistics,

  • Conference Packs

    Our extensive offering of conference packs ensures a top quality folder or bag to suit any budget. Our in-house designers will brand all your delegate packs and inserts.

  • General advice and consultancy for the project duration

    Our dedicated management team are extremely flexible and efficient. We are always at the end of the phone or available for meetings. Conference management is our area of expertise and we will advise you through every stage of your conference working as your partners to ensure a memorable and successful conference.

Keywords: Conference, conference management, management services