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Rovaniemi-Lapland Congresses
Rovaniemi-Lapland Congresses
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Event name
Dates
Venue
Estimated number of delegates
Organizer
Event is
national/Finnish
international
Event is organized
onsite
online
both onsite as well as online
Includes
Plenary sessions only
Parallel sessions
Poster exhibition
Technical exhibition/trade show
Evening events
Post/pre-conference tours
Parallel sessions (estimated number)
Evening events (estimated number)
Additional information
Please send offer by
Name
Organization
Phone(s)
E-mail
Delegate contacts
online registration form and registration instructions
event registrations: receipt, registration and confirmation
registration fees: receipt, registration, follow-up and refunds
Accommodation
all contacts with event hotels (offers, quotas, lists and instructions)
hotel bookings: receipt together with conference registration, registration and confirmation
Conference website
planning the website structure
compiling the website texts
making the website pages under University of Lapland website and updating them during the whole process
cooperation with web designer and administrator (if the event website is located elsewhere)
Abstracts
handling abstracts with the online submission system
handling final papers with the online submission system
Estimated number of abstracts
Finances
conference budgeting together with organiser
handling of all conference finances (paying bills, invoicing, follow-up, reports and final accounts)
Practical arrangements
venue management (reservations, timetables, equipment, staff, decorations); on-site technical staff must be separately
contacts with invited speakers concerning practical arrangements (hotel bookings, travel refunds, AV-equipment, materials)
transportation
planning of social and evening events together with organiser and practical arrangements connected with the program
cooperation with travel agency in connection with potential pre/post conference tours
signage (making/obtaining)
graphic design: bidding, confirmation, instructions with designer and print house
lunches and refreshments during breaks
recruiting and training event staff
practical arrangements of press conferences
making delegate badges (materials not included)
obtaining and packing conference bags/folders
making/obtaining material for conference bags/folders (maps, invitation cards, coffee/lunch tickets, brochures etc.)
organising and staffing the on-site congress office (number of workers to be agreed on separately)
Exhibition
practical arrangements connected with poster and/or exhibition
cooperation with the technical exhibition contractor
exhibition material (instructions, floor plans, forms)
exhibition marketing together with organiser
registration and confirmation of exhibitors
contacts with exhibitors and invoicing/payments
cooperation with event venue staff concerning exhibitions
Interpretation
contacts with interpreters (agreements, material supply)
contacts with supplier of interpretation technology
Online or hybrid event
researching platform options, handling offers and making contract with chosen supplier
setting up the event on the chosen platform or collecting and forwarding information to the platform supplier
contacts with technical support for streaming /online participation (does not include providing technical staff)
Other possible tasks
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