As a Professional Congress Organizer we work as consultants for academic and professional associations. We provide full service management for conferences including but not limited to conference design, abstract management software, program development, registration, site and venue selection and booking, audiovisuals, IT support, logistics, leisure management, marketing, printing and web services, sourcing speakers, funding, sponsorship and exhibitor sales, financial management and budget control.
Below you can find a selection of the services we provide.

CONGRESS VENUE

• The Selection and booking of the venue
• Negotiation of the contract
• Venue management

SCIENTIFIC SECRETARIAT

• Liaison with the scientific committee
• Assist scientific committee on the build up of the program structure
• Regular personal contact with Invited Speakers and VIP's
• Coordination of  VIP’S and Invited Speaker’s travel, transportation and accommodation services
• Online abstract handling ( administration, reviewing, scheduling, communication, publishing )
• Online abstract review and evaluation system
• Process, production of an abstract publication, etc ... ( in all different media - paper, digital, web, mobile )
• Reporting to scientific committee and stakeholders
• e-Posters

BUDGET AND FINANCIAL MANAGEMENT

• Drafting and managing of the congress budget
• Management of bank accounts, cash flow, taxes, preparation of accounts etc..
• Invoicing and payments
• Reporting ( including audit )

MARKETING, PROMOTION and COMMUNICATION

• Development and execution of a congress marketing and promotion strategy
• Identification and development of sponsorship opportunities and guidelines
• Sales and marketing of sponsorship opportunities to potential sponsors and delivery  
• Design, support and preparation of the exhibition promotion activities
• Designing and management of congress website
• Online and social media services

ADMINISTRATIVE SECRETARIAT SERVICES

• Management of the online registration system
• Onsite registration service
• Collection of fees and statistical report on registration numbers, breakdowns, etc ..
• Onsite management of the event
• Selection, contracting and coordination of supplier services
• Insurance of the event

As a  Destination Management Company (DMC) we provide professional services using our  extensive local knowledge, expertise and resources all over the world, We provide ground services based on local knowledge of the given destinations. These services can be transportation, hotel accommodation, restaurants, activities, excursions, conference venues, themed events, gala dinners and logistics, meetings, incentive schemes as well as helping with overcoming language barriers. We provide preferential rates based on the buying power we have with their preferred suppliers.
Below you can find a selection of our services:

• Hotel Block Bookings
• Management of the Online Hotel booking system
• Allocation of the hotel rooms to individual participants and/or groups
• Follow up payments
• Management of online booking system, modifications, reporting etc.

SOCIAL PROGRAM TOURS AND TRANSPORT

• Opening / closing ceremony & cocktail
• Outside events ( Gala Dinner , President’s Dinner, etc .. )
• Accompanying persons tours
• Pre - Post congress and sightseeing tours
• Transportation services

Using our expertise and solid understanding of the Market we highlighting exhibition and sponsoring options in the best possible manner.

We use our experiences from past meetings and good contacts to assess industry expectations and enhance the congress standards.

We have created a system designed specifically to manage all aspects of exhibition bookings and management. The system will allow the Conference Organisers to seamlessly manage their entire exhibition.

It is an online system and information about the Conference can be accessed from any computer in the world 24 hours a day, 7 days a week by any system users who have a login.

Below you can find a selection of our services:

EXHIBITION

• Selection of the exhibition space
• Preparation of exhibition prospectus, guidelines, exhibition and floor plans
• Sales, management and allocation of stand spaces
• Provision of exhibition stand materials
• Coordination of stand services ( Catering, AV, Furniture, Staff etc .. )
• Coordination of the set up and dismantling of the exhibition
• Follow up of previous contacts and initiation of new contacts

Figür International offers the vital software solutions pre & post-organization;

1 - Full registration management services

The proposed service will include full management of the following areas:

• Provision of an online event registration system, including full setup, form design and production for linking to the event website
• Automated confirmations to all participants that register through the Service Management of the communication process with all participants for changes, queries etc
• Processing and monitoring of all participant payments, refunds and cancellations.
• Raising of invoices as required
• Production of participant lists along with statistical and financial reporting, as required

Pre-Event Registration Management Software

This product is a complete solution for online event registration management. It will allow the Conference Organisers to collect all registration information online and manage all registrations from pre-event, to onsite and post event.

It is an online system and information about the conference can be accessed from any computer in the world 24 hours a day, 7 days a week by any system users who have a login.

Online Registration Forms

Our system can collect and manage all:

• Participant’s demographic details
• Social event bookings
• Workshops and sessions
• Hotel accommodation (with a live room booking/hotel allotment)
• Travel details
• Registration fees and payment information, processing both offline payments and secure online payments in real time
• Any additional selections/information required

Administration, Reporting and User Management

It will provide the Conference Organisers to produce a variety of reports. A comprehensive system of accommodation reports, rooming lists and rooming list changes is also available.

The Conference Organisers can have an unlimited number of system users to manage/administer the registrations. These users can also be set up with user permissions meaning that any stake holders in the event to stay continuously up to date by accessing the online reports without having access to edit the registration forms or other areas of the system.

Exhibition Management

We have created a system designed specifically to manage all aspects of exhibition bookings and management. The system will allow the Conference Organisers to seamlessly manage their entire exhibition.

It is an online system and information about the Conference can be accessed from any computer in the world 24 hours a day, 7 days a week by any system users who have a login.

2. Scientific Management

Our software also includes dedicated abstract management modules for programme management, reviewing, publishing and a number of onsite services.

A complete solution for online Abstract management, speaker and programme management, including online abstract submission, reviewing, programme management and publishing and is specifically tailored to manage large and complex event programmes. All forms can be produced in an unlimited number of target languages, allowing to offer multi language abstract submission if required.

The system can manage the abstract and programme management component with a fully branded on online abstract submission form capturing all key elements of the submission process such as abstract text, tables, images and attachments.

Once submitted an online review and scoring process will be implemented allowing third party reviewers to login and review all abstracts online using a system generated (unique) user name and password. A multi ‘score set’ system can be implemented allowing each reviewer to score abstracts based on a number of criteria, with comprehensive reports available to analyze score data.

Session and scheduling module will allow the full event programme to be managed within the system, managing all sessions, room allocations and the allocating of each abstract to its dedicated session. Once complete a number of ‘publishing’ functions will allow the final event programme to be exported in a number of formats for abstract book and final program publication.

The system includes a full package of administration tools, including a committee access area where real time reports can be viewed on-line 24/7, allowing all stake holders in the event to stay continuously up to date.

Further More ....

• Onsite Registration Management
• Print on Demand Badging and Tickets
• Self-Registration on site
• Onsite Barcode Scanning Solution
• Exhibitor Lead Retrieval
• Tracking Session and Workshop Attendance
• E-ticketing and Security/Access Control

We help you to get oriented and support you through the bidding process.

As a Professional Congress Organising company we lead you through the tasks that need to be fulfilled   along the way such as the format and design of the bid document, the financial obligations and solutions, the areas that need to be focused on and the targets that need to be considered.

We help you to collect and structure all information and create an appealing bid document.