CONGRESS ORGANISATION
As a committed partner working alongside you, the Pulsar Events agency offers a wide range of solutions to manage the different stages of your event!
professional congress organiser (PCO)
How can I cap my budget? Is there VAT tax applied to my registrations? What caterer should I choose? How do I promote my sponsors?
There are many questions and we’re here to answer them all!
Our team is ready to listen and support you with every aspect of your event. From your project’s design to its operational implementation, we react quickly and effectively to create an event that meets your expectations.
An upcoming bid to host an international conference? We join forces with the local organising committee to put together an application: presentation of the host city and its special advantages, emphasis on key strengths, assistance with establishing the budget, etc.
Your event is unique, and your internal operations are specific. That’s why we provide adaptive support. We offer partial or complete assistance according to your needs.
Our services
General coordination
Advice, project and financial management
Purchasing management
Selection of qualified service providers
Scientific secretariat
Submission management and programme development
Participant management
Registration management, guest secretariat, accommodation
Sponsors & exhibitions
Partner search, administrative management and exhibition organisation
Promotion, communication & press relations
Logistics coordination & management
Advance preparation and on-site guidance
Virtual & hybrid conferences
Several formats possible for an event
General COORDINATION
Advice and project management
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Needs analysis and definition
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Development of general specifications
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Recommendations and budgetary monitoring
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Implementation of reserve planning
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International conferences call for bids
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Organisation of follow-up meetings with the Organising Committee
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Post-event: debriefing and recommendations for the next event
Financial management
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Opening of a conference-specific bank account
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Income and expenses tracking
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Accounting balance sheet
Purchasing management
Site selection
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Establishing the specifications and selection criteria
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Research and recommendations
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Receipt of tenders and presentation to the Organising Committee
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Negotiation, contractualisation and administrative monitoring
Service provider selection
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Drafting of specifications for each service
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Call for tenders: selection, negotiation, contractualisation
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Services involved: catering, audio-visual, transports, signage, security, etc.
Scientific Secretariat
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Scientific Committee advice and support: expression of needs, specifications
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Configuration of online submission module
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Submitters assistance and reviewers support
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Call for abstracts monitoring: evaluation follow-up, reviewers reminder, abstracts acceptance notification, presentation guidelines
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Abstract book creation and printing
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Scientific programme management in collaboration with the Scientific Committee
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On-site speakers and poster presenters management
PARTICIPANT MANAGEMENT
Guest secretariat
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Set up of dedicated secretariat
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Establishment of reception conditions with the Organising Committee
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Correspondence and personalised assistance
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Expense reimbursements (transport, hotel, accommodation)
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Dedicated on-site reception
Registration management
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Establishment of specifications and recommendations
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Configuration of completely secure, online registration module
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Secretariat and administrative management: invoice transmission, order management, outstanding bill reminders and invitation letter request management for visa procedures
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Post-conference: reminders and closure, statistics, registration results, satisfaction survey
Reception
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Preparation and logistical organisation
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Registration desk management (on-site registrations, outstanding payments)
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Management of different teams (volunteers, doctoral students, hosts)
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Distribution of attendee items (badges, bags, etc.)
SPONSORING & EXHIBITIONS
Research and marketing
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Identification of potential partners
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Distribution of sponsoring material, follow-up telephone calls, negotiation and formalisation of commitments
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Assistant with grant application
Administrative management
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Offer definition
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Set-up of specific secretariat
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Billing, contractualisation, payment tracking and reminders
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Financial reporting and post-event results
Logistical organisation
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Creation of exhibitioner technical file
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Logistics management: set-up and installation at venue, deliveries, assembly and disassembly, security
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Personalised oversight and assistance before, during and after the conference
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Organisation of exhibition posters
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Management on the day of the event
Promotion, communication & press relations
Print material and graphic design
- Creation of visual identity and logo
- Design and creation of communication material: banners, posters, flyers, kakemonos, signage, etc.
- Drafting of conference documents: sponsoring offer, collection of summaries, programme
- Badges
- Print material
Digital communication
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Website creation
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Dynamic programme
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Mobile application
Promotion
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Email campaign
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Social media
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Press relations
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Promotional items
Logistics coordination & management
Advance coordination of all service providers
- Advance oversight and preparation of their participation
- Venue location and technical verifications
- Interfacing role between the conference venue and its internal service providers
Management and control during the event
- Management of reception teams
- Control of all service providers
Virtuel & hybrid conference
- Review of your specifications and recommendations
- Format validation
- Set-up of reverse planning
- Digital solution configuration
- Conference speaker support and assistance
- Dedicated secretariat: guidelines, best practices, access, assistance
- Content reception and verifications for dissemination
- Session scheduling according to the programme (replay, live, exhibition posters)
- Streaming and recording management
- Technical coordination