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User Conference
 

Location:                        Lisbon, Portugal

Participants:                   2.700 participants from 61 countries

 

CIS Services:

1. Registration:

• Programming of 47customized online registration pages for the different groups of participants
• Allocation of voucher numbers to the groups
• Set up of an event-specific email
• Sending of preliminary and final registration confirmations via email
• Purchasing and printing of name badges (incl. chips for scanning)
• On-site registration of participants
• Resourcing of hostesses

 

2. Accommodation

• Site inspection of hotels in Lisbon
• Purchasing of contingents in different categories
• Allocation of the contingents to the various subsidiary and handling of those contingents
• Sending of deposit invoices to the subsidiaries
• Sending of hotel confirmations via email

 

3. Reporting:

• Daily overview of the registration status per country and ticket
• Daily statistic of the registration status compared to the years before
• Weekly diagram of the registration status compared to the years before
• Setup of 35 logins for the particular subsidiary with real-time data access in PDF format
• Weekly status report on CIS Services

 

4. Evaluation:

• Interviewing of the participants on the quality of the session, the speakers and general organization with PDAs
• Short evaluation of the answers on-site
• Detailed evaluation of the answers after the event

 

5. Dept collection:

• Disposal of a bank account

• Sending of invoices for conference fee according to fiscal guidelines
• Charging of credit cards
• 3 dunning runs for payment reminding

 

6. Evening events:

• Location scouting for diverse event locations in and around Lisbon
• Organization of the Executive Dinner for 600 participants on the conference eve (location, catering, decoration, show-acts, transfers)
• Organization of 15 country evenings for the subsidiaries for 20-100 participants on the first evening of the conference
• Organization of evening event for all participants on the second evening of the conference

 

7. Transfers:

• Transfer upon arrival of participants and organization team to their hotels
• Transfer from hotel to conference centre and back
• Transfer for the various evening events
• VIP transfers in limousines
• Transfer from the conference centre to the airport

 

8. Catering:

• Negotiation of prices with the caterer in Lisbon
• Planning of the complete event catering with considering the different numbers of participants per day
• Surveillance of the catering during the conference

 

9. Scanning of participants:

• Disposal of the technical equipment to scan and deduct data from scanners
• Basic attendance
• Distribution of the participants to the different sessions in 13 different streams

• Short evaluation of the answers on-site
• Detailed evaluation of the answers after the event

 

10. CIS staff on-site:

• 12 CIS employees