info@eoafrica.co.za | +27 11 325 0020

What We Offer

Europa Organisation has changed the face of conferences by transforming them from being a series of didactic lectures into an interactive, educational learning experience.  Rather than just listening passively, delegates at conferences organised by Europa Organisation engage in interactive case based discussions, Q & A debates and hands-on workshops in order to be exposed to new technology and how to operate it.

Europa Organisation Africa works closely with companies, committees, medical and allied associations, assisting them with every facet of conference planning. This includes:

PLANNING
Assistance with defining the concept, the programme and the format
Identifying the key factors for success
Identifying and studying the target audience
Drawing up a timeline schedule
Holding weekly meetings
Keeping minutes and detailed records of all actions taken

OPTIMISING RETURN ON INVESTMENT
Identifying sponsorship/partnership opportunities
Negotiating deals with major sponsors
Managing sponsorships
Managing trade exhibitions when they accompany conferences

MANAGING LOGISTICS AND ADMINISTRATION
Recruitment of delegates
Online management of registrations, abstracts and hotel bookings
Facilitating the visa application process
Management of travel arrangements

ON-SITE EVENT MANAGEMENT
Management of invited faculty presentations and abstracts
Project & technical AV management
Organisation and provision of smartphone, notebook and laptop applications
Provision of a delegate accreditation service
Social programmes and entertainment
Online satisfaction surveys for both the industry and delegates
Contingency planning and disaster management in the event of staff sickness, power outages, technical failures, strikes, road closures and band width problems

TRANSPARENT FINANCIAL MANAGEMENT
Establishing the budget
Negotiating optimal deals with suppliers (e.g. venue rates, accommodation)
Managing supplier payments and contracts
Monitoring spend and adherence to budget limits
Managing association and society bank accounts
Preparing the final Trial Balance for audit

MARKETING AND PROMOTION OF THE EVENT
Assistance with the design and development of conference materials such as invitations, programmes, website development, banners, posters, etc.
Promotion of the event at other congresses and via appropriate societies/associations and websites, both locally and internationally
Publicity – before, during and after events in print, online and electronic media

EVALUATION OF RESULTS
Monitoring and measuring results
Evaluating the return on investment
Analysing stakeholder satisfaction
Demographic reporting

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