Expertise
Specialist in organising scientific and medical conferences, Eventime puts its expertise at the service of Associations to offer customized solutions, tailored to their project.
Digital Solutions
Fully aware that numerous organizations need greater flexibility and adaptability in the management of their event and for their participants, Eventime now offers a digital platform, both adaptable and customizable.
Designed and developed in-house, and based on 20 years of experience, our digital solutions Regtime, Bookingtime© and Abstractime© are constantly tested and updated.
With white label and/or specific color labelising for your event or Venue, we manage all operational processes, missions and IT developments.
For more information about Regtime©, Bookingtime© or Abstractime©, please contact us.
General coordination and logistics
Before the event:
- Bank account and financial process set-up
- Provisional budget, missions check-list and contract
- Timeline and constant budget follow-up
- Supplier Selection and coordination of all suppliers
- Hotline
During the event:
- Set-up and management of all areas (welcome desk, exhibition, posters, etc.)
- Briefing and team coordination (internal and external staff)
- On-site assistance
After the event
- Debriefing and satisfaction surveys
- Complete financial report
Registration management
- Customizing and set-up of the registration platform (Regtime)
- Sending confirmation
- Invoicing, financial follow-up and accounting
- Statistics
- Group registration
- Pack delegates management (bags, badges, certificate of attendance ….)
- On-site: registration desk set-up and assistance
- Post-event: sending, collecting and analyzing surveys
- Sending thank you letters
- Complete financial report
Booking management
- Hotel site inspection
- Negotiation and reservation of rooms, contract
- Customizing and set-up of our on-line booking platform (Bookingtime©)
- Group or individual booking
- Full payment process and follow-up (credit card, check, bank draft, order forms, etc.)
- Booking modifications
- Sending rooming-lists
- On-site assistance if required (pending group size)
Industry liaison and exhibition management
- Creating exhibition and sales manual for sponsors (including order form and contract)
- Opening designated bank account
- Designing full exhibition plan
- Collecting and implementing new prospect data base
- Phone prospection and sales
- Invoice follow-up
- Regular financial and sales report
- On-site assistance during set-up and dismantle
- Post- event statistics
- Sending, collecting and analyzing surveys
- Fully detailed final financial report
Marketing and digital communication
“Content is Key, Marketing is King”
Edition & Web
- Designing and creating all brochures (programs, save the date, etc.)
- Designing and creating full event website (home page, programs, technical information, etc.)
Marketing & promotion
- Implementing existing and new database
- Creating and sending on-going e-mail campaigns
- Creating and sending newsletters
- Attending similar events for on-site promotion and sales
- Community management and social medias
Scientific secretariat & abstracts management
Abstracts management
- Definition of requirements with Scientific Committee
- Full set-up of the submission platform (Abstractime ©)
- Sending submission URL and implementation of our platform on the event’s website
- Set-up of all reviewing and rating procedures
- Designated account with secure password for submitters, reviewers, etc.
- Automatic notifications sending
- Real -time programme synchronization with various online media (website, app, etc.)
- Hotline & support
Scientific secretariat
- Correspondence with invited speakers and guests
- Sending confirmation and collecting materials (short CV, texts, etc.)
- Constant update of the scientific program in liaison with the SC.
- Travel (if required) and accommodation booking
- Hotline and on-site assistance
Destination Management (DMC)
Eventime dispose d’une licence d’agent de voyage.
With our travel licence, our group coordination department can assist you in managing and hosting your guests (travel, transfers, accommodation, conference registration and social program)
With our travel licence, our group coordination department can assist you in managing and hosting your guests (travel, transfers, accommodation, conference registration and social program)
- Managing the registration of your guests planning to attend meetings
- Transfers and accommodation management
- Management of social events (Tour & dinners)
- On-site assistance by our staff in charge of the group
- Financial management and invoicing (hotel deposit, agencies, restaurants, …)
- Group insurance
- Hotline & Assistance