LD Organisation

Scientific Conference Producers

Overview of our services

We work with both national and international clients, operating at corporate or academic level, or in collaboration of associations and federations of different professional fields.

We can assist you for the complete organisation of your meeting, whether you expect as little as 50 delegates or up to 2.000. Our offer will always be tailor-made based upon your personal needs and expectations.

You can rely on us for the organisation of:
• Scientific symposia and conferences
• Corporate meetings
• Exhibitions

Once briefed for the organisation of your meeting and after agreement on the budget, our starting point is to establish the timeline of tasks which will be used as check-list during the setup of your event.

Our service will cover the following areas:

Meeting Planning
 Deadlines & checklist
 Update meetings with Organising Committee
 Support for Scientific Programme elaboration
 Participant data-base definition based on the target audience

 Budget preparation & tracking
 Finances & accounting
• Invoices & payments management
 Final account statement after the event

Financial Sponsoring / Fundraising
 Search for Sponsors, including the development of sponsorship documents
 Assistance for Public Subvention requests
 Contracts & invoicing

On-site Booking
 Venue search, site inspection & reservation
• Hotel recommendations & reservations
• Audio-visual services & equipment
• Catering services & Social Programme activities

Promotion of the Meeting
 Website design & maintenance
 Media deals with national and international specialised press
 Conference material design & realisation (flyers, posters, adverts)
 Direct mailing to potential participants

Exhibition Management (*)
• Search for Commercial contacts
 Exhibition & promotional opportunities definition
 Floor plan & exhibition space distribution
 Exhibitor Manual development & distribition
 Exhibition set up

(*) Our Exhibition Management Service can be run in parallel of the Scientific Symposium or as a separate event.

Speakers’ Management
• Invitation letters on behalf of the Symposium Chair(s) and/or Organising Committee
• Management of contacts before and after the event
• Travel & Accommodation booking (if required)

Registration Management
 On-line & paper registrations
 Payment management (on-line and traditional)
 Confirmation & practical details for participants
 Visa information (if required)
• Cancellations management

Content Management
 Abstracts & poster submissions
 Conference documents development (Programme Book, Book of Abstracts, Pocket Programme)
 Poster Session set up

 Scientific Programme execution
• Social Programme development
• Badges & conference bags
• Event promo material development

On-site Coordination
 Quality control
 Registration desk
 Transportation (if required)
 Simultaneous translation (if required)
 Auxiliary staff
 ...Problem Solver !

By taking care of all the practical aspects of your meeting, we allow you to focus on the part for which you matter most: your guests!