Shifting risk from your end to ours
Let us handle the registration for your conference or event and you can focus on other aspects
You have come across our website because you are looking for information on delegate registration, abstract handling or onsite support. You are probably either a first time organiser, or simply lacking time at this moment to handle things by yourself. Either way, we can help.
The abstract and registration process is a precious process; it is the first interaction with your speakers and/or delegates. It is also a very time consuming process, with a lot of administrative work, perhaps even interfering with the time you would like to spend on logistics and other matters.
Luckily, we are here, and we are the right partner for you. Whether you need support for one conference or looking for a long-term solution, looking for someone to handle the entire process, or just to come onsite with printed badges and professional staff.
Our services can vary from handling just one part of the process, to a complete package of abstract handling, registration management and on-site support. This is what makes us such a flexible partner for your event. Our services are described here below and can be adjusted as per your specific needs
Our Services
Our experienced staff, combined with our global network, allow us to provide the best services.
Abstract Handling
It could be seen as the backbone of the (scientific) conference; a programme which includes high quality papers. The collection of abstracts starts well before the actual conference registration opens. The whole process should be well thought of in advance to make it easy for both authors to submit their work, as for a scientific committee to review it. We can set up all the steps on-line and take care of a smooth process. From setting up the on-line submission form, sending notification to authors and preparing an on-line programme. The scientific committee receives a personal link for review and reporting. Closer to the start of the conference we deliver the content for the programme and abstract book, leaving you only to deal with the artwork.
Participant registration
Every conference, every event is different and has different needs. A flexible system and support is therefore a necessity. Together with one of our project managers you would discuss the exact requirements for your event so we make sure to set it all up to meet your needs. We set up the online registration form according to your house style, handle invitations for different category attendees and send them a confirmation upon registering. We monitor the registrations, keep track of the numbers and of the deadlines. During this time we keep you updates at all times via our sophisticated reporting tool. Of course it does not end at the conference. After the conference we handle certificates of attendees, send out a questionnaire, and any other post-conference handling that might be requested.
Financial processes
Handling the payment of attendees can be a time consuming and delicate matter, for some maybe even boring. Not for us, we love numbers. Participants can pay for their registration directly upon registering via credit-card or Ideal, or afterwards by bank transfer. We send the invoices, take care of following up on payments, issuing receipts, and making a proper financial overview for you.
Professional secretariat
Our team is ready to answer any question or request from your attendees. We can correspond via e-mail and are available by telephone. We can even assign a phone number just for your specific group. This way we always answer the phone with the perfect welcome message and in the language of the event. We are available for queries during normal business hours.
Onsite assistance
After months of preparing, the day of your event has finally arrived. The first thing your attendees see upon arrival is the registration desk. It is important to welcome your attendees in a professional and hospital manner. We bring the badges and anything needed to take care of new registrations. Our own team whom has worked on the event in the preparations, will also be on-site manning the desk and bringing the right expertise.
Badge printing only
Handled the registration already yourself, but just need the name badges? You can order them directly in our webshop. We print and pack the badges for you, and send them to you or your event venue.
Exhibitor Handling
Anyone who has organised a conference with an exhibition before, knows how much time the communication with exhibitors can take. They all have their own needs and questions, and as they are an important part of your event, you want to handle all this in a professional matter. We can set-up an on-line booking for your exhibitors, making it easy for them to book their stand and order additional furniture. At the same time they can register their stand personnel via our group bookings tool. As the organiser you receive all bookings in a handy overview, making the organisation a lot easier for you!
Find out more about what we can do for you and do not forget to meet our team!
Most common questions
Afraid to lose control? Do not worry.
Handing over does not mean that control is lost. We are in daily contact with all involved, via telephone and mail contact. Through a sophisticated reporting tool, congress-and participant data can be easily consulted and shared with the congress organisers.
One of our project managers will get in contact with you to obtain the details necessary to start the project. What input will we expect from you? Have you decided about the different categories of delegates, the amount of the registration fees, the early bird deadlines, the information you will need to collect from the delegates? The project manager will help you to define all necessary details to have the registration form “up and running” as soon as possible.
Conferences and accreditation often go hand in hand; many of our clients ask us in what way we can facilitate this process. There are several ways to monitor if delegates have attended the conference. Do you wish to scan the badges of the attendees upon arrival? Or do you want to have all the badges prepared in advance and monitor the badges that were not collected? In any scenario, we can provide the attendee list for accreditation.
The participants can pay via bank transfer, ideal or credit card. The funds arrive in a bank account in the name of “Stichting Derdengelden”. We can manage the account, but do not own the content. We set up a cash-flow per your needs, either monthly or at the end of the event. We will make a clear financial report, and transfer funds to you every month, maintaining a healthy cash-flow for your event.
When we do the first set-up, we usually apply two correction rounds before we publish the form. However, we can always make amendments in between, or even have delegates enter their registration again to update information.
Of course, this is not a problem. For example, we can send out a mailing with the registration link to people that have already indicated their interest to attend. It is also essential to keep in touch with those already registered, by sending them updates regarding the conference, final information the week before, or a thank-you e-mail after the event.
Anything you can think of, we can customize the registration form exactly to your needs. In the meantime, we make sure to comply with GDPR.
We always work with our butterfly badges, the most sustainable option for delegate badges. Butterfly badges, however, are available in all different sizes and options. Upon request, we can, of course, also work with other badge types. Our company delivers badges and other conference materials. To find out more, please visit our webshop:
More information needed? Let us contact you!
We are proud of our clients
