Project Management

  • Focus on achieving your goal
  • Participate in idea- and concept formulating
  • Counselling
  • Scheduling of time, activity and execution
  • Collecting offers and entering into/following up of supplier contracts
  • Sponsorship assistance

Financial Management

  • Construction, adjusting and updating of your conference budget
  • Taking care of necessary bookkeeping and accounting of participants/exhibitors and others
  • Reporting of fees and travel expenses for speakers and possibly other persons

Administration Management

  • Venue
    Selection of the best venue ( a conference centre, hotel or university) in accordance with the technical requirements.
  • Data Base Management
    We will establish a full name and address database with the organizing committee to outline all available sponsoring
  • Printing, promotion & communication
    • First & Second Announcements. The First Announcement is an invitation which is sent to potential delegates giving them the opportunity to respond and express their interest in the congress. The Second Announcement is a follow-up inviting them to register for the congress itself.
    • Final Programme A : programme for the entire Congress, listing times of the various lectures and symposia as well as local information and social activities.
    • Press service before, during and after your meeting
    • Participation in drawing up a design programme and printed matter
    • We are always reachable for any participant’s question about registrations, reservations etc.
  • Internet service
    Your conference will be on Travex web server ( with:
    • General/practical information in limited dimensions
    • Overview of the scientific and social programmes or direct web link
    • On-line registration with securized payment
  • Delegate’s registration
    • Handling applications from people wishing to attend the conference including hotel requirements and specific requests.
    • Sending confirmation letter to the participant
    • Follow up of the delegate’s statement (account, modification, payment)
  • Accomodation Management
    • Entering into hotel contracts in different categories
    • Hotel negociations and contracting
    • Reservation of hotel rooms in advance
    • Registration and distribution of hotel reservations
    • Sending of confirmation letter to participants and hotels
    • Following up changes and cancellations of hotel reservations
  • Catering
    • Selection of the caterer
    • Define adequate meals (working and social)
    • Supervise setting up and quality
  • Exhibitors
    • Drawing up invitations with registration form
    • Distribution and following up of invitations
    • Registration of exhibitors
    • Sending confirmation letter/account to exhibitors
    • Allotting place and sending confirmation letter
    • Taking care of bookkeeping and accounting of exhibitors
  • Special Events
    • Planning and organisation of all social programmes (Cocktail Reception, Gala Dinner,…)
    • Arrange any leisure or cultural programmes for accompanying persons
    • Organize pre and post conference tours
  • Logistics
    • Take care of the delegates and speakers from the airport to the conference venue.
    • Also from their hotel to the venue and/or to evening functions, social events and sightseeing tours.

On Site Management

  • Registation & Information Desk on site
  • Badge for each participant
  • Distribution of participant’s material, often containing information on the host city, a programme of the congress and any sponsored literature.
  • Define requirements of technical support to the speakers (audio-visual, …)
  • Highly qualified staff (hostesses, translators)
  • Assistance to delegates and exhibitors
  • Set up of a message centre