MeetingPlanner.gr provides complete conference management services. Each project is managed one at a time, ensuring full attention, continuity, and accountability from proposal to post-event reporting. There is a lot more to an event; the following is a brief list of what we can do for you.
Should you need a detailed proposal, please contact us at: info@meetingplanner.gr.
Venue Selection & Evaluation
– Define meeting objectives and programme format with your committee.
– Assess venue availability, preferred dates, and participant travel logistics.
– Conduct site inspections and provide detailed Venue Evaluation Reports.
Negotiation & Contracting
– Draft and manage Memoranda of Understanding with participating organisations.
– Negotiate venue, catering, audiovisual, exhibition, printing, and security costs.
– Handle all supplier contracts personally, ensuring smooth operations.
– Ensure compliance with professional liability insurance requirements.
Budgeting & Financial Management
– Develop and monitor a complete conference budget.
– Handle invoices, receipts, and payments.
– Provide ongoing financial reports and post-conference balance sheets.
Administration & Committee Coordination
– Act as liaison between committees and service providers.
– Manage speaker correspondence and programme documentation.
– Organise delivery of conference materials to the venue.
– Coordinate reporting and conference closeout.
Registration Management
– Oversee registration using existing approved platforms (IEEE, EDAS, Cvent, etc.).
– Monitor attendance, revenue, and participant information in real time.
– Ensure GDPR compliance and secure handling of participant data.
Conference Website & Communication
– Design, launch, and maintain the conference website.
– Provide easy access to programme information and registration.
– Ensure timely updates for participants and committees.
– Manage online conference apps, including X (formerly Twitter) and LinkedIn integration.
On-Site Management
– Create detailed on-site action plans for staff, volunteers, and suppliers.
– Train personnel and coordinate all conference logistics.
– Supervise catering, signage, decoration, exhibition setup, and social events.
– Monitor arrivals, departures, and shuttle services.
Exhibition & Sponsorship Management
– Design and produce sponsorship and exhibition brochures.
– Plan exhibition layout and manage on-site services for exhibitors.
– Identify sponsor categories, handle correspondence, and ensure commitments are fulfilled.
– Provide post-conference sponsor reporting.
Support Materials & Supplies
– Source and deliver conference bags, stationery, badges, giveaways, gifts, and plaques.
– Ensure quality and reliability of all materials.
Transportation & Travel Support
– Organise shuttle services for participants and social events.
– Liaise with airlines for group arrangements or discounted tickets where applicable.
Cultural & Social Programmes
– Design customised social events and excursions to enhance participant engagement.
– Examples include: welcome receptions, gala dinners, themed parties, classes, and child-friendly activities.
– Coordinate artists, musicians, and event specialists as required.