Signup Group conferences - is one of the most innovative Conference Management Company in India and is specialized in organizing Association, Scientific, Corporate and Medical Events and exhibitions.
We provide an unparalleled depth of serving and talent within the meetings and conferences industry. Whether you want to control annual meeting spend; leverage your meeting volume to gain efficiencies; launch a new product; recognize your employees; or to improve your employee and customer communications; our talented team is ready to act.
Business Meeting Management
Event / Exhibition Management
What we do ?
From Conception to Execution l Budgeting l Design l Preliminary Planning and Development l Promotion and Marketing l Event Website l Secretariat Services l Speaker Coordination l Exhibitors /Sponsors Coordination and Fulfilment l Delegate Accommodation & Tour l Event Insurance l Transport Management l Site Logistics l On-Site Management l Post Event Report.
We have chosen an adroit team of professionals that value the quality of our provided services at each stage of execution to make sure that the norms are effectively met. Moreover, we follow moral business policies and crystal pure transparency in all our transactions to keep healthy relations with the customers.
The provided services are conceptualized with client-oriented approach to bring the extreme gratification to our patrons. The offered gamut of service is rendered in obedience with the quality constraints by our very capable experts who hold rich understanding in this particular field.
SERVICES OFFERED BY SIGNUP CONFERENCES
Design, Preliminary Planning and Development
- Evaluate skills and services needed to develop & implement a timeline Develop a work-in-progress Event Budget.
Designs of collaterals
- Flex designs - backdrop, standees, and signage
- Invites, stationeries, badges, certificates
- Conference Abstract I Brochure I
Integration of Conference Registration to the conference Website
- A dynamic website designing and maintenance
- Integrate online payment gateway for delegate registration, tools for registration
- Direct participants to the site to review the latest information and register
- Bank account opening and operation
- Collect all fees as follows & raise the necessary invoiceswhere required with respect to:
- Conference Registration Fees
- Conference Sponsorship & Exhibition stall fees
- Shall issue a receipt to the third Party/Parties on receipt of delegate fees/exhibition stall sales, which shall constitute a valid discharge of the liability of the Third Parties towards the Conference.
- Will also issue any invoices required in US Dollars & collect payment thereof.
- Creation of dedicated secretariat for all conference related administrative work from Signup Group Conferences & Events, Delhi headquarters.
- Delegate Confirmations and Liaison - online & offline registration integrations, reports.
- Attendee Management
- Payment follow-ups
- Track and expedite speaker registration
- RSVP for Speakers & hospitality services
- Accommodation & transport, if required
Sponsors /Exhibition Coordination and Fulfillment
- Track payments & ensure collection, and logo/copy submission.
- Provide logistical assistance with facility, equipment & any other deliverable to the partners
- Allocation of booths, customization if required (at extra cost to the exhibitors)
- Conference Management by experienced production Project Coordinator from pre event dates to completion
- Conference set-up plan
- Food and beverage menu planning
- Create signage and banner plan and specifications
- Liaison with venue and contractors
- Schedule Pre-event Meeting and final walk-thru
- Regular inspections to site prior to the event
- Inventory and coordinate the distribution of materials
- Facilitate the pre-event meeting and Conduct final walk-thru
- Supervise venue set-up (backdrop, stage, banners, etc.)
- Enforce show rules and regulations- adherence to flow of event times
- Supervise meeting-space/registration-area move-in and set-up Coordinate facilities and equipment as needed
- Coordinate exhibit build-up and break down
- Audio visual management (coordination and support for conduct and on-site management)
- Review food and beverage functions and monitor quality & service
- Coordinate on-site attendee registration and management
- Manage the complete Set up and Distribution of Name Badges
- Hall management- designing, layouts with dimensions, audio visual set ups, management for plenary & parallel sessions
- Transport management – shuttle service coordination for delegates,
- Assistance in obtaining various permissions required to conduct conference- Nodal Ministry, MEA, MHA (Required for any conference)
- Assistance at State level (OM, Sales Tax Dept., Traffic, Fire etc) for NOC's for Exhibitors & Delegates, if any
- Closure & Post Event Report
Conference Promotion & Marketing
- Will ensure that the conference is been promoted on all the online Media Marketing platform through Facebook and Twitter handle.
- Will plan for attendance at relevant national meetings, if required, to promote the conference in the event that travel and/ or exhibition booth rental is required, the respective cost(s) will be factored into the conference budget
- Will do e-mail marketing campaign and bulkSMS to all the society members and registered delegates of the conference.
Final Financial & Registration Report
- Will ensure all appropriate taxes are paid as required by Indian law. Final Income & Expenditure statements
- Any surplus funds will be dealt with as instructed by Conference Hosts. Provide ConferencesHosts the final amount that is available with them and will transfer such funds to Conference accounts or as instructed by OrganizingCommittee.
In addition to all the above ensure the following for the success of your events:
- A dedicated Project Manager to liaise with the organizing committee and co-ordinate all the elements required for the event
- Periodical event updates on the progress will be submitted on a monthly basis
- Staff-will be present onsite along with temporary staffs who will be hired during the event days
- Supplier quotes and invoices to ensure transparency and enable the organizer to have full control over various elements of expenditure throughout the project
- The above-mentioned services will be inclose coordination with Organizers
- Aninitial budget will beapproved by Organizing Team / Committee
- Any expenditure out side of the approved budget will requirepre-approval from Host Team
- Anyrequirement over and above the approved budget will be considered as-site requirement anda separate budget will be maintained