Advice and Organisation

Beneath you will find an overview of all advice and organisation services which Pauwels Congress Organisers can take into account to make your congress or event unforgettable.



Meetings >>

• Attending a number of meetings and preparing an list of actions
• On a regular basis, conference calls and email correspondence with the customer
• Evaluating the conference with all parties involved 

Scheduling >>

• Drawing up and monitoring a schedule and making sure that the conference runs accordingly
• Drawing up a day-by-day conference scenario for the conference
• Discussing the conference scenario with all parties involved

Budget / finances >>

• Drafting, monitoring and adjusting the conference budget
• Managing the financial administration before, during and after the conference
• Verifying, processing and paying invoices of third parties
• Managing a special bank account for all conference related transactions
• Producing regular outlines showing revenues and expenses
• Preparing the final financial outline after the conference

Venue >>

• Advising on and searching for suitable venues
• Organising site visits to various venues
• Keeping in close touch with the venue
• Negotiating with the venue and suppliers about the facilities and services that need to be leased or purchased

Communication >>

• Advising on and coordination of the printed matter
• Advising on and coordination of the production of a congress app
• Advising on and coordination of the advertisements in journals, magazines etc.
• Supervising the production of printed matter

Website >>

• Advising on the lay-out of the conference website
• Updating and maintaining the conference website

E-Mailing >>

• Coordinating all mailing documents / texts
• Formatting of newsletter in the corporate identity of the congress
• Coordinating the shipment of the mailing 

Programme / speakers guidance >>

• Advising on and coordinating the programme
• Taking over communication with speakers
• Keeping in close touch with the speakers: drawing up invitations, sending out the invitations, confirming speakers, keeping a close watch on deadlines, coordinating travel and hotel reservations, collecting manuscripts, CV’s and pictures
• Keeping in close touch with chairmen etc.
• Providing speakers and chairmen with practical information prior to the conference
• Coordinating and paying speakers’ travel and expense allowances
• Assisting speakers and chairmen on-site
• Drawing up “thanks” letters in cooperation with the client

Social / Partner programme >>

• Advising on and searching for suitable venues and activities for the partner programme
• Organising site visits to various venues
• Keeping in close touch with the suppliers
• Negotiating with the suppliers about the facilities and services that need to be leased or purchased

Sponsorship >>

• Compiling sponsorship packages and sponsor brochures
• Keeping in close touch with sponsors
• Depending on the sponsor's requirements (based on the Medicines Act, Code of Conduct, European directives, Advertising of Medical Products) the concerned sponsor providing with: an offical sponsor request, (shortened) budget, and additional information necessary to be eligible for sponsorship
• Concluding contracts based on the agreements made
• Invoicing and processing and verifying sponsor payments, if necessary sending payment reminders
• Drawing up instructions for the lay-out of the advertisements
• Collecting texts and graphics for the advertisements
• Coordinating the advertisements
• Coordinating quid pro quo for sponsors

On-site management >>

• The project manager is responsible for the overall conference coordination
• The project manager and other team members will be present throughout the conference
• Setting up and coordinating the registration desk
• Coordination and supervising the set-up of the conference and exhibition
• Registering participants, speakers, exhibitors and sponsors
• Managing on-site payments, cash management during the conference
• Providing information about the conference topics and organisation
• Instructing and supervising hostesses

Participant registration >>

• Setting up the on-line registration module
• Drawing up a hard-copy registration form
• Processing returned registration forms (online and hard copy)
• Registering speakers (including drawing up a registration form), sponsors, exhibitors and organising committee
• Running a secretarial office for the participants, sponsors and speakers, answering their individual questions
• Confirming registrations via e-mail
• Processing and verifying participants’ payments (via bank and credit card) and sending payment reminders to participants (if necessary)
• Producing lists of registrations/payments
• Designing and producing badges and tickets for social events
• Preparing personal envelopes for participants including badge, tickets, letters etc.
• Drawing up a list of participants
• Drawing up a questionnaire and processing questionnaires afterwards

Accreditation >>

• Accreditation application at the occupational groups
• Accreditation process after the congress

Hotel reservation >>

• Making arrangements with various hotels (with respect to prices and conditions)
• Keeping a close watch on option deadlines
• Drawing up information on hotels including prices, location etc. for the reservation website
• Setting up a hotel reservation module, linked to the participant registration module
• Sending participants confirmation of reservation and sending a hotel voucher
• Providing information to participants
• Preparing final financial revenues overview for hotels
• Producing regular lists of reservations for the hotels
• Keeping in close contact with hotels

Abstract handling >>

• Drawing up instructions for abstract submission
• Setting up the online abstract module (abstract, reviewer and scientific-committee module)
• Downloading and processing abstracts
• Sending abstracts to reviewers and the programme committee
• Processing reviewer assessments
• Drawing up confirmation and rejection letters
• Sending confirmation and/or rejection letters to authors
• Drafting and sending instructions for presentations and collecting PowerPoint presentations
• Providing abstract submitters with practical information
• Planning the abstract sessions

Exhibition handling >>

• Drawing up participation terms and conditions
• Keeping in close touch with exhibitors
• Depending on the exhibitor's requirements (based on the Medicines Act, Code of Conduct, European directives, Advertising of Medical Products) the concerned sponsor providing with: an offical sponsor request, (shortened) budget, and additional information necessary to be eligible for exhibition
• Concluding and sending contracts based on the agreements made
• Invoicing and processing and verifying payments, if necessary sending payment reminders
• Compiling exhibition guidelines including online registrationforms 
• Processing order forms and confirming orders
• Drawing up a list of exhibitors
• Keeping in close touch with exhibitors about stand location
• Producing a floor plan of the exhibition
• Coordinating the stand construction and the set-up of the exhibition