Checklist for organising a congress The following topics can be found in just about every congress planning. Determine the theme ȀȀ Relating to the congress objective and subject Determine the logo and house style ȀȀ Recognisable and in accordance with the theme, objectives and target audience of the congress Produce programme content ȀȀ Global programme planning ȀȀ Opening and closing ceremony ȀȀ Approach and instruct chairpersons and speakers ȀȀ Determine alternative data (avoiding conflicting data; focus on the target audience) Organisation structure and congress management ȀȀ Establish responsibilities ȀȀ Establish communication structure ȀȀ Establish timetable ȀȀ Compile (provisional) plan of action Congress participants ȀȀ Estimate number of participants ȀȀ
Addresses and mailing list
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Choice of congress languages First and second announcement and registration
Finance and budget ȀȀ Concept budget ȀȀ Revised budget ȀȀ Final financial report ȀȀ Fundraising ȀȀ Pre-financing arrangements ȀȀ Insurances Congress accommodation Venue planning and selection Planning and selection of exhibition space Contract (or cancellation) arrangements
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Signposting Security Catering Audio-visual equipment Interpreters and translation facilities
Hotel accommodation ȀȀ Planning and selection of hotel accommodation ȀȀ Contract and concession options with hotels ȀȀ Processing and confirming reservations Social and partner programme ȀȀ Pre and post-conference tours
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Inventory of preferences and possibilities Establish programme and costs
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Catering Entertainment Contracts including guarantee of minimum numbers
Congress promotion (promotional plan) ȀȀ Advertisements (scientific journals, trade and industry magazines) ȀȀ Flyers, brochures and other print media ȀȀ Press releases ȀȀ Online: website, social media, mail
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Determine registration fee amount and type Start registration process and confirmation (note: through congress website) Participant lists and badges Financial completion Thank you letters Evaluation
Rotterdam Partners advises congress organisers and promoters on the various aspects related to the planning of a congress.
Print media ȀȀ Identifying types of printed matter ȀȀ Agreements with the printer ȀȀ Provide mailing and printed matter Registration procedure ȀȀ Open bank account
T + 31 (0)10 790 01 40 E conventions@rotterdampartners.nl W www.rotterdampartners.nl/conventions