Conference and exhibition management.

Hampton Medical organises a diverse range of events, from small advisory board meetings to medium-sized educational conferences and large international congresses. Services include:

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    Initial Planning

    • Discussion of overall aims and objectives
    • Liaison with client and scientific advisors regarding the scientific programme
    • Preparation of organisational timetables
    • Applying for subvention and civic support

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    Venue

    • Investigation and recommendation of venues
    • Liaison with venue, caterers, signage contractors, audiovisual technical managers
    • Stage set design, scientific poster display and seating arrangements

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    Accommodation

    • Negotiation of preferential rates & payment schedules with hotels/universities

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    Marketing

    • Targeted publicity campaigns (direct mail, advertising, society mailings, internet, publicity at related events)

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    Sponsors/Exhibitors

    • Identifying and approaching potential sponsors and exhibitors
    • Preparing exhibition floor plans, exhibition manuals and exhibitor supervision on site to the latest CDM regulations

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    Social Events

    • Organising welcome receptions, conference dinners, speakers/VIP dinners, theatre evenings, entertainment, coach transfers

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    Financial

    • Budget and cashflow forecasts
    • Advising on VAT, insurance, charitable status and legal issues
    • Preparing final accounts

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    Delegate Management

    • Preparing meeting announcements
    • Delegate registration
    • Delegate liaison
    • Preparing conference material

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