Step by step
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‘Sces2022 went successfully and smoothly, thanks in part to your good care. Three cheers and more thanks!’
– Anne de Visser, Cient SCES2022.
Location: RAI. Aantal personen 515. Duration: 6 days
1. Orientation
There are many aspects to planning a conference. We invite you to discuss your plans with us at an early stage. The earlier you share ideas with us, the better our team can help to make it a successful event.
2. From quotation to contract
Based on an intake meeting, we will take the first steps: finding a possible location, preparing a draft budget and estimating our project hours.
Is our proposal feasible and meeting your requirements? Then we’ll draw up a contract. We work on a post-calculation basis: we only charge for the hours actually worked. Should more hours be needed than quoted, then we will inform you in good time. For participant registration and abstract handling there is a fee per participant or abstract.
For internal clients, our fees are lower than those of external commercial event agencies. In addition, we do not charge VAT on services provided that payment takes place within the UvA.
3. and then it begins…
Together with you and possibly other colleagues, we form the project team. In the run-up to the event, 1001 things need to be decided. Much of this we can take care of, of course always with your wishes in mind. We constantly monitor the schedule and budget and keep you informed about progress.
4. On-site management
The most visible part of the process: the conference itself. We draw up a playbook, and take care of the coordination and manage the execution. Our event manager will be present during the conference to keep everything on track.
5. After the conference
After the conference, we take care of the financial administration. We also evaluate how the cooperation went.