Participant Management

Participant Management IBE – Educational Research Institute

___
Project

1st Congress of Polish Education 5-6.06.2011

___
Where

Warsaw

___
Number of people

over 2500

___
Scope of work

  •     recruitment
  • project and e-mailing of 10.000 personalized invitations
  •     registration
  • dedicated web site for on-line registration
  • dedicated internet form according to the client’s guidelines
  • constant contact with participants
  • e-mailings with information about programme, transfers, etc.
  •     on spot registration
  • coordination of 32 hostesses
  • 2500 of given lanyards, badges and bags with conference materials
  • VIP’s  and speaker’s assistance (audio-visual requirements, fees, travel expenses reimbursement)
  •     transfers
  • preparation  and mailing of transfer’s information to the participants
  • set-up of information desks in 17 hotels operated by qualified hostesses
  • coordination of 40 buses

Participant Management

  • Personalized invitation letters
  • Customized registration forms
  • Distributing announcements
  • Sending confirmation letters, and tracking responses
  • Participant database management
  • VIP guest and speakers handling
  • Personalized certificates

Financial Management

Financial Management BIR – Bureau of International Recycling

___
Project

Autumn Convention 2007, Autumn Convention 2013

___
Where

Warsaw

___
Number of people

over 900

___
Scope of work

  • Budget construction & management so that to use the convention means in the most effective way
  • Cash flow service of 900 participants paying their registration fee, accommodation and social program within the peak time of 2 months prior to the event
  • More than 1500 issued invoices
  • Specially dedicated and top qualified budget and accountancy managers
  • Regular financial reports preparation and analysis
  • Adjusting the registration and financial system with the client’s one so that to limit in the most possible way all unnecessary steps of BIR participants during the registration process

Financial Management

  • Budget planning and controlling
  • Incomes/expenses statement update
  • Bookkeeping
  • Account services
  • Multiple Currency Support

Website Management

Website Management 19th United Nations Framework Convention on Climate Change

___
Project

19th United Nations Framework Convention on Climate Change (COP19), November 2013

___
Where

Warsaw

___
Number of people

expected 12.000

___
Scope of work

  • Preparing the web based hotel reservation service for the United Nations conference held in Poland
  • Fixed period of 12 weeks for the preparations. The preparations included
  • Building up the system concept for:
    • IT programming and infrastructure
    • Customer service: individuals and groups
    • Cooperation with hotels
  • Rationale:
    • On-line access to the hotel accommodation offer prepared and collected especially for the conference
    • Search engine available
    • Meeting participants may place the hotel accommodation order
    • Payment processing
    • Electronic data exchange as regards the orders between service operator, hotel and delegate
    • Building up the hotels data base
    • Establishing the task force for the project
    • IT team
  • Customer service:
    • call centre, dedicated telephone lines, e-mails
    • hotels team

Website Management

  • Website creation
  • Website coordination
  • IT support

Venue management

European Academy of Allergy and Clinical Immunology

___
Project

XXVIII Congress of the European Academy of Allergy and Clinical 6-9.06.2009

___
Where

Warsaw

___
Number of people

900

___
Scope of work

  • 24 months detailed planning and allocating all the sessions in congress venue – totally on levels II-XII
  • Consultancy and close cooperation with CONGREX Sweden – professional congress organizer
  • Paperwork and rental the meeting rooms and space in venue beeing under management of 4 different parties including PKiN, Kinoteka, Teatr Dramatyczny, Collegium Civitas
  • Planning and coordination of deliveries to the venue:
    • suppliers - exhibition equipment, visual informatino, audio-video & IT, catering
  • exhibitors- sponsors and main exhibitors (10 companies, stands of 50m2 each), other exhibitors
  • Developing the concept of the location, preparation and building up the additional exhibition pavilion front of the venue, area 2600 m2, heigh 13m
  • selection of the contractor and getting necessary permissions for the construction
  • managing the media supply and servicing the pavilion: running water, power supply (630 KVA power generator), ventilation, security, technical staff, cleaning staff
  • Meetigs and brefings with venue staff
  • Providing the radio communication for congress key persons and hostesses (100 walkie talkies)
  • Supervising the dismantling, closing down and leaving the venue

Venue management

  • Venue searching
  • Negotiation
  • Venue liaising
  • Venue setting
  • Floor plan drawings

Exhibition Management

Exhibition Management EUROSPINE – Spine Society of Europe

___
Project

Congress of the Spine Society of Europe

___
Where

Warsaw

___
Number of people

over 3000

___
Scope of work

  • 113 exhibition booths with more than 280 exhibitors
  • 1744 m2 of exhibition space located with 11 halls on two different levels of Palace of Culture and Science
  • 2 days of mantling and extremely limited time for dismantling – 8h!!
  • Over 350 technicians working on exhibition booth construction
  • Space allocation according to theme of exhibition
  • 3 full days of working exhibition with 3000 congress participants attendance

Exhibition Management

  • Fully-equipped stands rental and stands installation
  • Rental of exhibition materials, carpets, etc.
  • Freight forwarding coordination
  • Poster area management
  • Technical support
  • Catering area
  • Signage

Staff Management

Staff Management
XXVIII Congress of the European Academy of Allergy and Clinical Immunology

___
Project

XXVIII Congress of the European Academy of Allergy and Clinical Immunology

___
Where

Warsaw

___
Number of people

over 6000

___
Scope of work

  • Selection process according to client needs and specific duty requirements
  • 120 dedicated staff members
  • 5 working days
  • 2 pre-congress staff trainings
  • Every day morning and afternoon briefings
  • Staff managing over 40 conference halls on 15 floors

Staff Management

  • Dedicated project manager
  • Hostesses support
  • Registration staff
  • Technical staff
  • Production staff

Conference Materials Design and Production

Conference Materials Design and Production Governmental units

___
Project

European Presidency of Poland

___
Where

All over Poland

___
Number of people

over 6000

___
Scope of work

  • 56 conferences
  • 15 cities
  • Over 12 000 participants
  • Providing of full conference materials packages:
    • badges,
    • programs and information folders,
    • pens,
    • bags,
    • backpacks,
    • mouse pads,
    • calendars,
    • books of abstracts,
    • folk gadgets, etc.

Conference Materials Design and Production

  • Individual badges and lanyards with the logo of the conference
  • Conference folders with logo
  • Notebooks and pens with logo of the conference;
  • Preparation and printing of leaflets, invitations
  • Venue branding

Abstract Management

Abstract Management Institute of Nuclear Chemistry and Technology & IARC Technical University of Lodz

___
Project

Ionizing Radiation and Polymers symposium – IRAP’12

___
Where

Krakow

___
Number of people

180

___
Scope of work

Abstract Management

  • Own programme for on-line registration of abstracts (Mazurex – Abstracts)
  • Registration of a scientific papers
  • Safety of data transfer
  • Coordination
  • Book of abstract printouts

Accommodation Management

Accommodation Management FITOUR

___
Project

International Religious Convention 2009

___
Where

Poznan

___
Number of people

over 6000

___
Scope of work

  • Selection and securing hotel rooms for over 6 000 participants
  • 50 signed contracts with hotels
  • 50 hotels in different categories, prices and locations suitable to individual needs of guests
  • 980 independent hotel bookings made through reservation system
  • 4 300 roomnights during 2 weeks period
  • Over 1500 hours of work of the dedicated reservation team and help desk during the preparations and event execution
  • 50 dedicated managers

Accommodation Management

  • Booking engine
  • Gathering hotel offers
  • Reservation system procedures
  • Payment handling

Social Events Services

Social Events Services 10th John Deere Dealer Event

___
Project

10th John Deere Dealer Event

___
Where

Warsaw

___
Number of people

3600

___
Scope of work

  • repeatable pattern – 6 groups of 600 people each, 2 groups for 3 days each week
  • varied social events program composed of 3 different evenings
  • informal – folk dinner in country side:
  • specially prepared event scenario
  • space arrangement for the village from 50 years ago
  • celebratory – gala dinner at the EXPO XXI:
  • gathering whole group in one room
  • cultural – dine around at the Old Town:
  • division of groups by language
  • management of groups flow from hotels to the Old Town and during sightseeing before the dinner
  • coordination of 20 restaurants

Social Events Services

  • Venue selection such as castles, palaces, museums, theatres, mines, outdoor locations
  • Entertainment proposal
  • Event scenario creation
  • Catering
  • Sound system, lighting, special decoration
  • Gifts for guests, etc

Transport Logistic

Transport Logistic
EWEA – European Wind Energy Association

___
Project

The European Wind Energy Conference & Exhibition 20-23.03.2010

___
Where

Warsaw

___
Number of people

over 3000

___
Scope of work

  • 4 months of detailed planning, bus hiring, staff training
  • organizing transfers between hotels and EXPO XXI and to the social events and airport
  • planning of efficient bus routes by connecting 17 hotels into 5 lines
  • graphic design of visual information
  • parking area arrangement and coordination
  • preparation of detailed timetable based on:
    • number of buses – 23 in total
    • number of people in each hotel
    • distance to the venue
    • rush hours
  • time-limited branding of 16 buses with main sponsors logo
  • selection of experienced staff
  • training of drivers
  • 24h availability of transport manager during the event
  • on-spot handling with air traffic disruption caused by Eyjafjoell volcano eruption

Transport Logistic

  • Coaches, limousines rental
  • Transfer logistic management
  • Dedicated coordinator
  • Bus branding

Conference Catering

Conference Catering Catering services for UEFA International Broadcast Center during UEFA EURO 2012TM

___
Project

Catering services for UEFA International Broadcast Center during UEFA EURO 2012TM

___
Where

Warsaw

___
Number of people

over 2500

___
Scope of work

  • Providing daily catering services for 6 weeks
  • 2 500 guests
  • Canteen working according to IBC regulations, operating times and needs
  • 5 deliveries of fresh products every day
  • Diverse menu adjusted to international profile of guests and their preferences
  • 80 waiters
  • 20 bartenders
  • 30 cooks
  • Over 14 000 pieces of cutlery
  • Over 24 500 tableware
  • 620 tables and 1600 chairs

Conference Catering

  • Coffee breaks
  • Lunches
  • Lunch boxes
  • Catering equipment support
  • Exhibitors catering

Innowacyjna_Gospodarka_Mazurkas_UE_web

Projekt współfinansowany ze środków Europejskiego Funduszu Rozwoju Regionalnego w ramach Programu Operacyjnego Innowacyjna Gospodarka

„DOTACJE NA INNOWACJE – INWESTUJEMY W WASZĄ PRZYSZŁOŚĆ”