Services  

We at Confedent consider that behind every successful company is a story. Our story is 20 years long and filled with high quality events and great experiences. We want to provide efficient and value adding congress services to our customers. Our goal is to offer a comprehensive and detailed service, to satisfy every request of our customer. We want to be the leading PCO within our market.

Accommodation

  • Booking room allotments in selected hotels agreed with the organizer
  • Negotiating reasonable room rates and cancellation policies with selected hotels
  • Managing individual and group bookings through online platforms
  • Ongoing communication with the hotels and delegates
  • Confedent International

Marketing and advertisement

  • Establishing a marketing and advertising plan with the organizer
  • Development of visual and graphic design, designing logos
  • Creating and producing printed matters for promotional use
  • Marketing communication before, during and after the conference
  • Creating conference web page
  • Conference application

Destination management

  • Extensive experience in organizing events and conferences of various sizes throughout Finland
  • Based in Helsinki, Finland
  • Broad selection of local network and knowledge to support operations throughout the nation
  • We have organized events and conferences in these cities just to name a few: Helsinki, Espoo, Vantaa, Tampere, Turku, Lahti, Jyväskylä, Kuopio, Oulu, Rovaniemi, Mikkeli, Vaasa

Abstract management

  • Designing and set up of online abstract submission platform
  • Issuing abstract submission guidelines and timeframe
  • Correspondence with delegates submitting abstracts
  • Online platform for reviewers to review and grade the abstract
  • Notify submitters of acceptance or rejection via e-mail
  • Formatting of all abstracts for abstract book (print or electronic publication)

Online registration

  • Design and set up of online registration platform together with organizer
  • Gathering delegate information through online platform (contact information, registration category, tours, social events, special dietary requirements, visa information)
  • Visa handling
  • Providing online hotel booking platform in conjunction with registration system
  • Invoicing and collecting registration fees
  • Receiving credit card payments through secured site
  • Sending registration confirmation letters and payment receipts for delegates
  • Handling and sending payment reminders
  • Ongoing correspondence and communication with delegates regarding registration and general information via e-mail and telephone
  • Consistent reporting of real time participants lists for organizers
  • Certificate of participation
  • Registration services on site during conference
  • Confedent International

Professional congress organizer

  • Drafting an action plan and defining responsibilities
  • Organizing meeting with the organizer and suppliers
  • Researching, negotiating and securing suitable venues for conference
  • Ongoing communication with venue and all suppliers
  • Planning the use of space
  • Evaluating the need for technical equipment
  • Stating a clear rescue plan and evacuation procedure
  • Managing decoration, signage and catering
  • Providing interpretation services
  • General consultation in regards of grants and fundraising
  • Conducting a comprehensive marketing plan
  • Handling correspondence with speakers and their travel and accommodation arrangements
  • Producing a congress report including statistics
  • Gathering feedback from participants and exhibitors and producing a comprehensive report
  • General overview and feedback meeting with organizers after conference
  • Final customized financial settlement of all transactions including VAT settlement and tax support

On-site management

  • Securing a suitable venue for conference or event
  • Coordinating site inspections for organisers and other suppliers
  • Ordering technical equipment, catering, signage
  • Gathering and packing conference material
  • Staffing and handling registration and information desk
  • Handing name badge and conference material upon arrival
  • Handling on-site registrations and collecting registrations fees
  • Collecting unpaid registrations fees from delegates
  • Training and guiding assistants and volunteers
  • Recruiting and coordinating congress staff

Events and activities

  • Researching, negotiating and securing suitable venues for social events
  • Designing various events and activities and implementation
  • Drafting of action plan and implementation of opening and/or closing ceremony
  • Offering and implementing pre and post tours for delegates
  • Organizing evening galas and receptions
  • Sourcing and managing any entertainment
  • Taking care of audio visual requirements and catering
  • Transportation to and from venues
  • Ongoing liaison with venues and suppliers
  • Confedent International

Financial management

  • Budgeting and detailed monitoring of the budget before, during and after the conference including a final settlement of all transactions
  • Invoicing of registrations fees and sponsorship & exhibition expenses
  • Monitoring and allocating monetary transactions to designated accounts (purchase and sales invoices) and handling all payments in accordance to suppliers’ conditions of payment
  • Receiving credit card payments through a secured site (NETS)
  • Reimbursement of travel expenses and fees for invited speakers
  • Advisement in VAT settlements and tax support
  • Confedent International

Exhibition and sponsorship

  • Drafting a comprehensive concept and plan for exhibitors
  • Creating sponsoring packages and contacting potential sponsors
  • Manage marketing and sales of sponsorship and exhibition packages
  • Communication with contractors and other suppliers
  • Planning poster displays and coordination of implementation
  • Ongoing correspondence and communication with sponsors and exhibitors
  • Handling contracts with all parties involved
  • Gathering an information package for sponsors and exhibitors
  • On-site assistance during set up and dismantle
  • Invoicing and monitoring of payments