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Congress and conference organisation

The success of a congress or conference in any industry directly impacts the reputation of the companies responsible for organising it and any goals they hope to achieve. At Empirance, we organise congresses and conferences in Barcelona and all over the world, from concept design and planning (including all types of formalities) to execution and evaluation, and we do it all with a focus on excellence, time management and meeting the budget of each client.

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We adapt to your needs

At Empirance, we love satisfying the needs of all our clients, which is why we provide tailored organisation services for conventions and conferences regardless of the size, number of attendees, location or requirements (complete organisation or individual services). We suggest selecting a unique theme (gastronomy, music, sport, art, etc.) and location (historical buildings, nature and more) as a backdrop to your event. Doing this brings added value to your conventions, conferences and exhibitions. What's more, we maximise your budget by pursuing the most favourable conditions from all the services you hire.

Some of the congresses organised by Empirance

Although a congress is a specific type of event, it is sometimes used as a general term for different types of conferences and meetings, both recurrent and non-recurrent, held by members of businesses and other organisations to discuss pre-determined issues. We have extensive experience designing these types of events, and we’ll help you to decide which type of event best suits your goals, budget, audience, etc.

Workshops

Conferences

Symposiums

Seminars

Focusing on what really matters

Studies show that congress attendees remember the service and treatment they received, the presentations by the main speakers and any new friends they made, more than the facilities or the food. That’s why we focus our efforts on choosing the right staff, services and supplies, in addition to encouraging personal relationships. We focus on the narrative behind each conference and its related entertainment, selecting the most exclusive suppliers to favour personal relationships and develop a lasting impression for the brand.

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How do we organise congresses and conferences?

  • Concept design: Creating a schedule and action plan, meeting with the client and sponsors to define goals and preferences, providing guidance and logistics, setting a budget.
  • Choosing a location: Presenting event location proposals, drafting and negotiating a contract, choosing suppliers and other services (personnel, interpreters, signage, decoration, etc.).
  • Planning: Creating an online registration platform, deciding accommodation and transport for attendees, handling legal procedures (including taxes and visas), preparing speaker invitations and related arrangements, hiring catering, etc.
  • Promoting: Creating a marketing plan including a specific image for the congress and promotional material (print and online—webpage, etc.), offering social network strategy guidance, coordinating communication and public relations activities with a specialised agency, etc.
  • Execution: Setting up the event location, welcoming (accreditation, new invites, etc.), offering individual attention for participants, providing event supervision, etc.
  • Accounting: Drafting a general report on the congress and a balance sheet.

What do we assess when beginning to organise a congress?

When developing unique proposals that are devised creatively and executed with maximum excellence, we need to understand the needs of our clients, in particular but not limited to the following:

Goal of the congress

It’s important to define a realistic and measurable goal for the congress for both the client and any possible sponsors, as well as analyse the needs and interests of all parties, keeping in mind factors like prior events, profile of the participants, etc.

Budget

Deciding how much money to allocate to the congress is a fundamental factor in planning. The range of potential locations, type of catering, materials, type of promotional campaign, public relations actions, etc. depend on the size of the budget. We need to establish priorities, limits and more.

Company identity

The congress must reflect the identity of the company and any potential sponsors, while also having its own unique character. When organising the event, we’ll create a marketing plan that includes proposals for the event’s identity (logo, colour schemes, etc.).

Are you considering organizing a congress or conference in Bareclona or anywhere in Spain?

At Empirance, we design and execute tailor-made memorable experiences. Ask us for information without commitment to +34 651696427 or fill out the following form:

We provide assistance in Spanish, Catalan, English, French and Arabic.

© Empirance 2019