Conference Management

Each conference is a unique education and community event – every individual experience counts. Your association depends on successful outcomes every time, wherever you are. We have all the logistical, financial, creative and customer-focus flair that you need.

Conference Planning

K.I.T. Group has dedicated teams specialized in National, European and/or International events. Upon the signing of a contract, we appoint an Account Director with your organization’s make-up in mind. As your appointed interface, the Account Director is the prime point of contact with your association and your partners, and also the key representative of your event throughout the entire life-cycle of the project. In addition, each project will also have a Project Manager for administrative and operational support within the direct project team.

The main responsibilities of the Account Director and the Project Manager are to guarantee your event’s success both qualitatively and quantitatively, and to ensure that your conference adheres to the strategy, targets and interests of the contracting body.

Your Account Director and Project Manager are your long-term institutional representatives within K.I.T. Group, thus ensuring stability and strategic development.

Venue & Supplier Management

We have logistical and procurement experience for all types of venues, allowing you and your conference to benefit from our group purchasing power, internal guidelines and know-how.

Your assigned conference management team supports you not only in the conference preparation phase but also for all on-site needs. They carry out the entire supply chain management including SWOT analyses as well as procurement and coordination of all suppliers – offsite and onsite.

Furthermore, the conference management team is also responsible for all measures related to sustainability and corporate social responsibility (CSR), and of course crisis and risk management.

Financial Management

Your business is safe in our hands! K.I.T. Group Finance Department controls the overall financial activities and group-wide cash flow. Furthermore, all tax matters are handled in a centralised manner and in close relation to external international tax advisers.

Responsible for all financial administration associated with registration, sponsoring and conference budget, our finance experts are on hand to support you in all aspects of pre-financing, credit control, cash flow, contingency planning, insurance, compliance, and auditing to ensure financial security at all times.

K.I.T. Group’s Finance Department is prepared to help assure that all monetary angles are covered.

Programme & Content Development

Deliver flawless and innovative content onsite, online, on the go and in print – then develop derivative content-based products to maximise the impact of your event. Our content development and management team will handle all communication with contributors, faculty, reviewers and speakers through all stages of content management.

By using our hassle-free abstract management and programme planning tools, we can ensure the highest quality of content based materials, and timely and valuable contributions from authors, speakers, chairs and committees at every time. Our skilled secretariat will also take care of the CME accreditation process.

Communications & Design

Our in-house team of web and graphic designers, communication experts and data managers help you reach your audience. They use their respective expert knowledge to develop and implement a 360° communication strategy for promoting your conference in all aspects and toward all stakeholders. No matter if it is about signage concepts, booklets, websites, video production, press conferences or social media coverage, we help you clearly shape your ideas and then work to make them more visible.

You will benefit from extensive, sustainable media coverage and a communication strategy customized to your association and your conference. Our communication and design team offer all-round support for your media and marketing requirements including consultation, design, website development, social media presence, networking, campaigns, editorial collaboration and evaluation.

We help to maximise the impact of your brand and content while enhancing your overall presence, in print, onsite and on the move. This backdrop gives us the ability to correctly position your conference and build attendance.

Business Development – Industry Liaison

We manage appropriate and rewarding sponsor relations and ensure that exhibitors, advertisers and other sponsors receive the service and return on investment they deserve – all while enhancing the overall value and impact of your conference.

Through the use of our proprietary expo management tools and CRM, we craft stunning state-of-the-art exhibitions, workshops, promotional campaigns and symposia. Our directive is to protect your association’s legitimacy and independence while working to secure optimal revenues through the constant innovation of compliant products for a diverse range of industry partners.

K.I.T. Group uses a consolidated, easy-to-use exhibition service platform which has helped us to build and maintain sustainable relationships with our industry partners as well as help them achieve their objectives.

Delegate Services

Every participant’s experience starts with the registration process and first impressions last. We don’t leave this to chance. Our state-of-the-art, flexible online registration tool REACT (Registration and Accommodation Tool), is used to register your participants professionally, quickly and in accordance with your needs. Our Delegate Service Division is staffed by highly-trained individuals who strive to super-serve your delegates.

Our registration process is based upon a dedicated multilingual and multi-cultural professional staff, flexible and tailor-made online registration tools, a secure payment gateway and mobile-friendly tools. On top of this, we also provide a client dashboard with 24/7 real-time statistics displaying registration and financial figures.

K.I.T. Group manages all incoming registrations and payments including reminder management. We also perform the onsite registration throughout the conference period, while coordinating and supplying all necessary technical equipment and office materials for the registration process.

Accommodation Management

Today’s participants have a choice and our accommodation team’s challenge is to offer every individual (or group) the right option at the right price, and in the right location.

K.I.T. Group works extensively with hotel chains worldwide, giving us an excellent negotiation base to acquire competitive rates and contract conditions for your event. This enables us to offer ideal accommodation solutions for your specific requirements.

Our multilingual staff is always happy to assist participants and groups, offering support in all aspects of their hotel needs. We guarantee attractive rates for VIPs, delegates, exhibitors and staff with a broad range of accommodation types, proprietary easy-to-use mobile-friendly online tools, secure payment system and web-based services.

Information Technology

K.I.T. Group develops ideas, web-tools and software applications in order to offer high-quality services and products for our clients and to be able to administer the data of your delegates a safe, clear and simply accessible way. With each innovation an appropriate measure of data protection and security is assured for all users. We comply with the applicable data protection laws and go beyond these with the development and implementation of superior data protection standards.

Our IT infrastructure at conferences and events is managed and administered by an experienced in-house team led by the designated IT expert for your conference. Our IT team has extensive conference and development experience and engages in continuous education. The technical requirements of the conference venue is always taken into account. At the conference, our IT team delivers complete set-up for the registration area and maintains technical support.

Destination Management

Our reputation is built on working with destinations, our focus is on the customer and our strengths are our local knowledge and know-how. This allows you and your delegates to feel at home wherever you are.

We develop unique and outstanding social programs which are a perfect mix of social events and tour packages. Our event managers design an inspiring and engaging social program which compliments as well as enhances your conference experience as a whole.

We work with all organisational aspects of concept development, live entertainment, stage construction, ticketing, catering, security and transportation.

From the elaborate to the cost-conscious, from your opening ceremony to a mini-marathon, we design and produce an event which suits you best.

Association Management

We have the resources, expertise, tools and passion to help you enhance the profile and performance of your association. We can build the revenues, confidence and visibility that your society deserves!

Day-to-day Office Management & Administration

The daily workload of an association can be very time-consuming. We are there to take care of your daily operations as well as the registration of your organization, the maintenance of your bylaws and your articles. We look after your legal and fiscal representation and inform you about necessary insurances. Budgeting, bookkeeping and auditing are of course part of our portfolio. We provide collaboration tools and facilitate the workflows for your leadership.

Community & Membership Engagement

The relationship between an association and its members is crucial. Thanks to our multi-lingual call center and our professional online support, your member requests are in professional hands.

The satisfaction of your members is our mission; we are implementing necessary strategies to engage members more and to increase your membership. Our membership portals are easy to use and facilitate renewals and recruitment. Thanks to our CRM tools for campaigning, we guarantee you successful communication with your members and other target groups. Besides, we coordinate and manage your committee, important meetings, grant administration and of course your elections.

Non-dues Revenue Generation

A successful society needs reliable partnerships. We do not only look after your industry and sponsor relations but can also research new fundraising opportunities for you. Entering new markets and developing new product strategies will support the sustainability of your society. Sales and the distribution of publications and other scientific products are part of our everyday business. We will also be happy to provide our compliance expertise.

Consultancy

Behind every prosperous association there is a consistent strategy. Our expert consultancy consists in e.g. advising on best practices so that you can benefit from the experiences of other associations. We can help you build up your mission and define a clear vision and objectives. And of course, we harness new technologies so that your association will always be a step ahead. We consult you on the funding of your projects and on risk mitigation.

 

Internal & External Communication

Communication is the key to success. We enhance your image by administrating and promoting your brand. We can develop a multi-stakeholder value proposition and lobby for your organization where it is useful.

Our experts will take care of your website design and management as well as of your newsletters. Due to our CRM tools for campaigning, we guarantee you a successful communication. And whatever event you are planning, we will be at your side.

Public Event Management

We deliver unforgettable public events for a wide range of sectors. By creating uniquely memorable experiences for each individual visitor we ensure massively increased brand awareness. Complexity is the name of the game – we deal with it so that our clients and sponsors can get on with what is important for them: brand exposure, media coverage and reaching numerous qualified leads.

Concept Development

• Overall creative design

• Brand and licensing
• Sponsor Opportunitues
• Artist & partner curation
• Financial modelling and support

Content Management

• Pre-marketing
• Artist booking and management
• Live TV Show production
• Media relations
• Social Media
• Product integration
• VIP protocol and hospitality

Event Production

• Permits and authority issues
• Supplier management
• Logistical coordination
• Security, health & safety
• Ticketing
• Lead generation
• F&B concept & management

Integrated Technology

We believe that technology should enhance the customer journey, providing an unequalled personal experience and optimising the best possible event outcomes. We deploy the latest tools and technologies to ensure that every touchpoint strengthens the bond between our clients and their audience.

The integrated nature of our suite of applications also allows us to monitor activity constantly and to regulate operations as necessary. The personal and meta data that as generated provide our clients with valuable insight into their community’s behaviour, crucial for the ongoing improvement and evolution of their relationships.

Here is a description of all resources available to guarantee the professional performance of our services.

Abstract Management System

FAMS (Full Abstract Management System) is a web-based abstract management platform simplifying the entire abstract management process. With help from one of our partners, we have established this powerful web-tool which allows us to handle this diverse and complex process with ease. Each platform is user-friendly and adaptable, offering state-of-the art technology, such as insertion of special characters and pictures for the abstract reviewers, personalised login for the reviewers and an itinerary planning tool for your participants.

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Registration & Accommodation Tool

REACT (Registration and Accommodation Tool) is a web-based registration platform encompassing the entire delegate management process. Delegates register through an online registration form with the respective registration fees according to several types of participants and the different deadlines.

Based on the specifications of your Society, K.I.T. Group will create an online registration form which enables the various types of delegates to register online with the respective registration fees according to the different deadlines. The online registration form will be opened as a pop-up window on the main forum website. Bank transfers and credit card payments will be accepted via the K.I.T. Group secured gateway.

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Travel Management Platform

REACT Travel is a web-based flight and car booking platform integrated into our registration and accommodation tool. The entire speaker and delegate management process in one place only to offer – both your delegates and speakers – an easy and comfortable all-in-one solution and booking option for registration, abstract, flight, car, and hotel reservations.

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Mobile Application

With the conference app REACT Mobile users have in hand the ideal companion for a day at the conference – this way conference participants receive all important information in a mobile format with just one click. To assist organisations as they gather information for their conference app, our dedicated team works behind the scenes performing the app project management, the initial data integration, graphic design, and the ongoing uploading and maintenance of content.

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Exhibition and Sponsorship Ordering System

ESOS® is our web-based purchase ordering tool for exhibitors and sponsors which simplifies industry management. Uniting exhibitors, sponsors, satellite holders, vendors and conference organisers with one easy-to-use, transparent platform. Furniture, catering and technical needs are all arranged using ESOS®; this includes any changes which can be made almost up to the conference. All suppliers and services are centralised, allowing both to see a current order status, allowing for more efficiency.

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3D Exhibition Viewer

The 3D Exhibition Viewer is a dynamic, interactive technical platform providing a new user-orientated approach to exhibition planning and design. Raise your sponsors’ profiles and enhance your delegates’ experience with our 3D Exhibition Viewer.

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Lead Retrieval System

Our Lead Retrieval System is a fast and easy way for exhibitors to record delegate contact information. By simply scanning a delegate’s name badge with the supplied scanner the contact is entered into your own online portal which will be set up by K.I.T. Group.

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Social Media Services

Social media has become a crucial and indispensable part of modern communication and is constantly playing an increasingly important role within the Congress industry. As a fixed component of a contemporary marketing mix, social media offers many advantages when advertising an event. Specifically tailored to your congress, K.I.T. Group is offering a customized, all-round support for your social media requirements including consultation, design, networking, campaigns, editorial collaboration and evaluation.

Strengthen your brand, and benefit from direct interaction and real-time communication with your fans and followers.

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Web Platform System

WAVE is our modular web platform for creative conference and association websites. It’s a cutting-edge web experience for users and editors. From a simple web presence to an association website with member login and interactive content, WAVE is completely flexible and can be individually designed to suit all needs.

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Presentation Management System

FAMS Live is an ingenious and highly flexible Presentation Management System allowing speakers to pre-load their presentations for easy, failure proof accessibility in the symposium room. It works with any form of presentation, and can be used for any size conference.