Conference is a large-scale business event, a gathering of experts for the purpose of discussing topical issues in a particular industry or presentation of products. Since the number of participants is counted in tens and hundreds, the order of seminars should be well thought out. Avega specialises in organisation of conferences, seminars, congresses, forums, exhibitions and other similar events.

Stages of a conference organization

Program development

For the proper organization of an event it is necessary to work out the program for each day of the conference. First, the topic is determined and the next step is the invitation of participants. It is necessary to inform the speakers in advance, so that they have time to prepare.

In general, this stage is aimed at solving three issues:

  • detailing the schedule for each day of the conference;
  • Approval of time limits for speakers;
  • planning of breaks, coffee breaks and lunches (if the event lasts all day).

If you do not have the relevant experience, it is better to entrust the organization of the conference and events associated with it to professionals.

Developing a promotion plan

The next step is to develop a conference promotion strategy and plan. Both offline advertising and internet marketing can be used to attract the target audience.

The latter option is the most productive, as it allows you to target your audience as accurately as possible. In addition, you can run ticket sales through the website with “meltdown” discounts. For example, if you pay in full before a certain date, you get a 30% discount, and the closer to the date, the less it is. This is a powerful marketing move.

And of course, no major conference can do without media support.

Technical support

One of the most important things is the technical equipment and organizational issues. It is necessary to decide:

  • Where will the conference take place. For this purpose, it is necessary to know the exact number of participants in advance. At such meetings we invite representatives of companies, potential partners and investors. It is important that guests were comfortable;
  • how to organize catering. If the conference is not for the whole day, coffee breaks will be enough. If the event lasts a long time, lunch and dinner are organized for the participants in the canteen. And to make sure everyone can get there, name coupons for catering are given out at registration;
  • What equipment will be needed. Necessary minimum: sound and light equipment, a projector (promotion of goods and services is impossible without visibility;)
  • What handouts to print. The polygraphic production may include a brochure with the conference program and other information materials, as well as notepads, advertising leaflets, etc.

Technical organization of international scientific conferences is a complicated process, but our specialists have great experience. We can provide competent technical support at all stages.

Seminar Organization

Seminars and scientific symposiums are grounds for sharing experience, which are attended for the purpose of professional development. While the main purpose of a conference is to present a project, product, or idea, seminars are for educational purposes.

The speaker gives a lecture, then those present discuss the material. Often right after the lecture, attendees can put what they have learned into practice.

In terms of organization, preparation for seminars is the same as for conferences.

Conference Services

Our company provides the following services for organizing conferences:

  • program design;
  • room selection;
  • room branding (decorating, drapery, floral design, if necessary);
  • handouts printing; souvenir making;
  • technical equipment;
  • hotel reservation; comfortable transfer from the airport and railway station, etc.
  • catering;
  • preparation of an entertainment program (excursions, exhibitions, etc.).

Professional organization of the conference is a pledge of success for the event, both local and international.