Congress Organisation

& Conference Organiser

If you already have organised corporate events, you know how the conference organisation process can be long and time-consuming. Event Solutions deliver a total solution that covers the entire conference experience.

For your next event organisation Event Solutions take over everything from the bottom up so your stress-free event planning starts now!

We provide solutions to develop the attendance, to facilitate the partner loyalty and to satisfy the participants.

In addition to the congress organisation and the conference organiser, we’re also competent in the corporate event management.

Conference organisation expertise at your disposal

If you already have organised corporate events, you know how the organisation process can be long and time-consuming. Event Solutions deliver a total solution that covers the entire conference experience.

For your next event organisation Event Solutions take over everything from the bottom up so your stress-free event planning starts now!

Who are we

With over 15 years’ experience as conference organisers, we regard each corporate event as a new challenge and our experienced team is highly motivated to bring out the best in your conference.

Our strength lies in being able to listen to our clients, to tailor our services to their specific requirements, to develop with them the best programme and to make it more attractive to the attendees.

Since our inception in 2007, we work with companies, European Associations & Federations who trust in us and we work closely to our clients.

For stress-free conferences and events, we advise and support our clients.

We are a global player in the event organisation; our expertise and creativity are at our clients’ services.

We share our tips, we look for the best solutions before, during and after the event.

How do we work as a conference organiser

We offer to your conference a 360 ° approach with a full-service event management.

Whether you need to organise a national event or an international conference with participants from various countries, of various nationalities as conference organiser we will deliver a total solution that covers a step-by-step organisation.

When we receive a statement of requirements, then we create a tailored, detailed proposal in line with you budget.

If you agree with our offer we will start planning, organising and delivering your event needs.

We will periodically consult with you about the progress of your projects.

Our expertise

From venue sourcing, contract negotiation to the participants registration we are the professional conference organiser best partner.

We can take charge of the following services:

  • Administrative & secretarial duties

Handling registrations (online registration form, website dedicated to the event, issuing invoices), preparing delegates welcome package, printing and distribution of documentation, compiling guest list, dispatch of invitations, creation of badges, participants & exhibitors administration (requests: replies by email, by phone).

  • Financial tasks

Budget preparation and cost control, income generation (sponsorship, exhibition, associated meetings), preparation of contracts with clients, partners, suppliers’ payment process, get a foreign VAT number through a representative, insurance issues, budget formulation and monitoring, creation of a detailed final invoice.

  • Project management

A dedicated event manager for your corporate event, project monitoring, a backward planning, creation of an action plan, provision of backup plans, conduct venue site inspection, debriefing process guidance, regular client reporting (including costs).

  • Logistics and event services

Location selection, venue finding and negotiations, catering management, audiovisual equipment and technicians, creative lighting, stage, lectern, timer, videos and presentation productions, hybrid digital solutions, rehearsals, simultaneous translation booth, interpreting services, exhibition booths (creation, development and assembling), decoration, floral arrangement, transportation management to the conference venue, workshop organisation to empower delegate engagement, rooming lists management, staffing provision and management.

  • On- site coordination

Room layout and timetable, building the stage layout and seating plan, briefing and coordination of all the suppliers involved in the event (hostess, technician, security guard, caterer…), welcome of participants, speakers & exhibitors, welcome bags distribution logistics management, handling emergencies or unexpected situations. Project event manager “first in and last out”.

  • Post-event

Updating participants information, evaluation participants and speakers (satisfaction survey), evaluation with clients, identification of possible development areas.

  • Additional services

Icebreakers, keynotes speakers of international stature, happening, city/ museum guided tour, incentive in the city where the conference takes place, spouse and partners programmes, social events, creation of a side event, post- conference entertainment, welcome cocktail, gala dinner, award show, event themes and decoration, photobooth, privatisation of venue, monuments.

We were proud to organise:

  • Mutualité Sociale Agricole conference for French deputies and senators at the Lutetia Paris 5*(France)
  • IPEC EUROPE Forum at the Westin Dragonara Resort 5*, Malta
  • Federation of European Rice Millers at the Pestana Palace 5*, Lisbon (Portugal)

Do you feel stress-free after reading this presentation of our services and management?

We hope so…

Your stress is our adrenaline so for your next event be more relaxed and feel free to contact us.

Experienced congress organiser

In a congress people come together to discuss issues or questions and they have no time to lose.

From the registration, the transportation to the accommodation on site everything needs to be seamless.

As professional conference organiser we are reliable and attentive to the smallest details, we handle everything for you to ensure the smooth running of your congress.

We bring to the clients our assistance, our acknowledged professionalism and an unbridled creativity.

In the early stages and throughout your congress organisation the event a project manager will collaborate with you and your team to solve problems, to find the best suppliers, to negotiate the best rates & the best cancellations policies.

We are committed to solving whatever problems our clients are experiencing.

Event Solutions company name means that you can rely on our event organisation and share with us your doubts, your wishes and even your dreams.

Step by step, we are searching and finding the most efficient solutions for the congress organisation.

If you do not know where you would like to organise your next international congress, we take a proactive approach and we analyse with you the past events to create something different to break the rules or we keep the same format but we can add new fresh and creative ideas & offers.

We work in all the major hotels and venues across Europe.

Congress management services

We provide:

• Congress venue

– Hotel, Congress centre (look for the best venue, negotiating competitive, signing the contracts, handling reservation, cancellation, additional request…).

– Logistics (exhibition, booth assembly and disassembly transportation, workshop session, reception of parcels, access to the congress venue, security).

– Directional signage and nameplates.

• Services dedicated to delegate – speaker – VIP guest

– Registration (creation of an online participant form, creation of a website dedicated to the event, secured online credit card payment, invoicing and receipt of payments from the participants, the exhibitors).

– Delegates badges, welcome bag preparation and delivery, gift in room, excursions, selection of restaurants, list of things to do, to see.

• Technical equipment

– Live broadcast, light and sound, audio visual equipment, video and multimedia production, lectern, stage, full colour light gobo.

– Hybrid face-to-face and digital format, e-congress.

We build the programme according to your needs and also to your audience and his time available for leisure.

• For leisure time

– Breakfast, coffee break, lunch, lounge & barbecue party, gala dinner, artistic performances and photography, concert, social event, excursions, guided visit…

• Follow-up of the event – post event

– A dedicated project manager is ready to help you through the congress organisation.

– Indicators and reporting sent regularly.

– Delegated tracking registrations and payments.

– Debriefing, post-event reporting and documentation auditing, evaluation…

We were proud to organise:

  • International Congress at Hyatt Regency Nice Palais de la Méditerranée 5*, Nice (France)
  • International Congress at Libertas Rixos Hotel 5*, Dubrovnik (Croatia)
  • International Congress at Monte- Carlo Bay Hotel & Resort (Monaco)

Why working with us?

By working with us you will benefit from our negotiation skills and our longstanding experience in congress organisation and event management.

Our clients are our best ambassadors and they do not hesitate to often recommend our agency to their network.

We can put you in touch with some of our long relationship clients (more than 10 years’ experience).

Do you feel stress-free after reading this presentation of our services and management?

We hope so… feel free to contact us we would be delighted to provide you a detailed and a budgeted proposal for your next national or international congress organisation in Europe.