Organisation of a congress
A congress, unlike a colloquium or symposium, involves one or more organisations around a specific theme. Organising a congress is far from easy and requires intense work both upstream and downstream. Whether it is organised abroad or in France, a congress requires a great deal of expertise throughout its organisation, as well as during its running. Specialised agencies now offer companies turnkey services. They usually take charge of every aspect of theevent.
SOP Events is your ideal event agency for organising your conference, whether in France (Toulouse, Bordeaux, Paris, Lyon, Marseille, Nice, Cannes, Monaco, etc.) or abroad (Spain, England, Portugal, Morocco, United States, Dubai, Asia, etc.). SOP Events manages your entire event: room hire, catering, entertainment, activities, accommodation, transport, decoration, security and hostess services, etc. With more than 1500 events organised each year, we guarantee you quality service providers with whom we have worked for years.
Do not hesitate to contact us via our website or by telephone on 05 34 391 392. A project manager will be dedicated to your event and will accompany you throughout the process of organising your congress. Tell us all the specifics of your project, your wishes, your constraints and your budget, and will receive apersonalisedquotewith several optionswithin 48 hours. Choose the one that suits you best, let us know your changes and let us take care of the rest. One contact person, one invoice and no stress for you!
The different stages of organisation before the "D" day
The organisation of a congress takes place in several stages, always in close collaboration with the client company. It is therefore necessary to define the framework in advance. The central theme, the programme, the duration, the number of participants and the budget must be clearly determined. The choice of venue, and possibly of an honorary chairman from outside the company, will be made as soon as each of the above elements has been defined.
The nature of the event puts additional pressure on theevent agency in that the people involved must be chosen with care. It is important to bear in mind that the success of your event depends as much on the quality of the logistical management as on the quality of the various participants contacted.
As far as theorganisation of a congress itself is concerned, the first step is to contact the network of service providers. They are essentially responsible for the logistics before, during and after the event. It is therefore essential to choose them carefully. The second aspect that should not be neglected is the communication around the conference. Many media are now available: announcements, flyers, websites, outdoor posters, etc. The choice is now wide. The choice is now wide, and the more information is disseminated, the more participants you will have. The third aspect is of course the management of guests and speakers. They must also receive the programme and invitation quickly enough.
Last but not least, transport and accommodation management must be particularly efficient.
Some suggestions for your next conference
Do you need a personalised, tailor-made quote within 48 hours? Don't hesitate to contact us directly for your next congress organisation via our quote request form or by telephone on 05 34 391 392. Not all of SOP Events ' offers are online, visit our site for some inspiration.
Managing the conference on the day
The main thing to manage is transport. Whether in France or abroad, speakers may come from different places and, above all, at different dates and times. It is therefore essential to coordinate the various trips. Departures and arrivals must be managed with precision in order to avoid any form of stress or delay.
In addition to transport and accommodation, event agencies such as SOP Events can take care of other services. To do this, they provide their corporate clients with a unique and privileged contact person who will first of all qualify the client's needs and then make proposals.
SOP Events offers various formulas such as theorganisation of a Singapore Congress over a period of 3 days which takes care of the entire stay, accommodation and catering, with the option of air tickets, dinner on the second day and possibly a project manager.
The idea is to offer adjustable formulas that comply with the clients' specifications.