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Meetings & Incentives World will provide dedicated conference software that offers up-to-date and consolidated information on all conference development work during the preparatory stage. This comprehensive package includes real-time updates on scheduling, speaker confirmations, and agenda changes, detailed speaker profiles, and full agenda management. Users can access a database of registered attendees, comprehensive venue details, and a list of exhibitors with booth locations and contact details. Built-in communication tools facilitate direct messaging, while document management allows for easy sharing of important materials.
Meetings & Incentives World will provide dedicated conference software, which will provide to date and consolidated information on all conference development work during the preparatory stage. This package would allow access to the following information:
All other direct expenses such as a provision of computer and printer with requisite software, stationery, utilities, fax, postage, furniture and fixtures, telephone etc. will be provided by the organising committee.
In order to promote the Conference nationally, Seasons & Vacations would promote the conference through its own website and to all its conference related database through the Internet.
Seasons & Vacations will assist the organising committee in designing, printing and mailing of the conference brochures.
Seasons & Vacations in close liaison with the organising secretary will carry out all registration activities. The Secretariat will process and record all registration through the software provided by Seasons & Vacations and will prepare the list of delegates on a day-to-day basis. The Secretariat will send a confirmation to all individual delegates from whom payments is received. The Secretariat will also communicate with the delegates regarding any changes, special requirements and other matters concerning the congress.
Registration desks shall be set up a day prior to the opening of the Congress staffed by multilingual hostesses during the entire duration of the Congress. The desk shall be equipped with computers and operators.
Signage’s and direction indication signs will be planned and placed at all critical points to facilitate smooth movement of the delegates.
Seasons & Vacations will assist in assessing the requirements for the Congress venue as per the guidelines laid down by the Organising Committee.
A careful study of all the requirements for each plenary/parallel/technical session, symposium will be made to identify special requirements at each venue.
Seasons & Vacations will assist the organising committee in compiling and categorising the abstracts according to different themes and sub-themes.
Audio-visual facilities play an important role in the presentation during the Conference. Seasons & Vacations will ensure all the audiovisual equipment for the conference are at par with the international standards. To ensure this, reliable suppliers for audiovisual equipment would be selected.
Seasons & Vacations will ensure that all equipment required at each session are in place well before each session starts. For this purpose, an operation plan will be drawn individually for each session/hall. The hostesses in charge of the halls will ensure the proper functioning of all equipment.
Seasons & Vacations will assist the Organising committee in setting up a temporary office for office bearers of the conference organising committee with appropriate facilities. There will be arrangements for safe keeping all kit bags and other stationary for the congress.
Seasons & Vacations will assist the Organising committee in selecting hostesses for the Conference to work at the venue. Hostesses shall be briefed about their specific role during the conference and would be allotted specific workstations. The hostesses shall be equipped to handle enquiries on aspects related to the conference.
Considering the vastness of the venue, large amount of signage’s and welcome banners will be put up at the venue. The locations would be identified by Seasons & Vacations for placing of these signages.
Seasons & Vacations will set up information desks for the quick dissemination of conference information, spouses programme and excursions.
Seasons & Vacations will assist the organising committee in organising special press conferences for publicity of the congress. It is customary to have one before and one during the Congress.
A preview room with all latest audio-visual equipment and manpower will be set up at the venue to enable the delegates to trial run their presentations.
Catering is one of the most critical areas of any conference and is to be provided to all delegates during the days of the conference including pre paid lunches for accompanying persons who decide to purchase lunch on spot.
Seasons & Vacations would help in selection of quality caterers who would provide these services hygienically and of high standards at specially negotiated rates.
Telephone lines shall be set up on a dedicated basis as per the exigencies and requirement of work as per the advise of the organising committee.
Walkie-talkies will be used for easy communication and delegates facilitation and for speedy communication.
Special arrangements and welcome for VIPs, high dignitaries, speakers, special invitees can be arranged at the venue for the inauguration and any other function during the congress.
An appropriate seating plan arrangement for VIPs, guest speakers, Press with proper signage’s for reserving the seats will be made as per the direction of the organising committee.
Usherettes familiar with the seating arrangement will be on site for receiving the dignitaries, delegates and Press.
Seasons & Vacations will undertake the responsibility of preparing conference bags after receiving approval from the Organising committee. The conference bags will be filled in with all materials such as day’s program, writing pad, pencils, souvenir, transport movement plan, city map.
A professional photographer will be available throughout the congress to provide an historic record of all functions like the Opening Ceremony, the working sessions and social functions. These photos / cassettes will be available for purchase at a counter near the Information Booth.
India is well known for its hospitality. Seasons & Vacations would organise unique theme programme including Indian music and dance in consultation with the organizing committee. Sitar Recitals, Choir singing etc. can be organized as per the requirement and the mood of the programme.
Seasons & Vacations will assist the organising committee in organising a gala spectacular welcome dinner, which can be transformed into a ‘special theme’ for that evening. The entire decor will be made as per the selected theme.
Seasons & Vacations will provide the following for inputs for special events and will co-ordinate the same.
Meetings & Incentives World, ( A divison of AT Seasons & Vacations Travel Pvt Ltd) provide customized services to a broad range of corporate and Associations for their Meetings, Conferences, Training programmes, Incentive Programmes.. Read More
