Conference & Event Design
Based on the needs and expectations of our partners our support starts by defining the ideal format, location, timing and deadlines, audience generation as well as introducing new and unique features.
We turn your ideas into reality.
Venue search and assessment, project feasibility surveys, economic and financial risk analyses, fiscal / VAT consultancy as well as travel and VISA support.
Project Management
Budget & financial management, planning, team coordination and regular reporting.
Specific additional services can be activated according to your desired outcomes of the project. These can include legal consultancy, project insurance, and risk evaluation.
Programme Secretariat
Calling on many years’ experience and knowhow of handling event programmes we can advise on schedules and format. As an accomplished scientific secretariat we take care of abstracts, programme definition and updates. We will support the programme board through every stage of the schedule and, by working side-by-side with your programme committee, we regularly work on updating and improving procedures.
Fundraising, Sponsor & Exhibitors Management
We support our partners with an effective methodology in sponsorship prospecting and exhibition-space sales, helping you find new areas of financial support and partnerships. Exhibition management, group registration support, management of communication materials and signage for on-site promotion.
COMMUNICATION, MARKETING & AUDIENCE GENERATION
Coordinated graphic design, web design, website creation and management, SEO, SEM, printed material design and production – we handle it all. Tailored marketing plans based on your needs and targets, including database management and audience generation, newsletters, promotions to targeted audiences during similar events, promotion through associations, patronages, commercial and media partners, special promotion and social media campaigns.
VIRTUAL AND HYBRID SOLUTIONS
Long before the Covid -19 pandemic we had been offering our clients the possibility to record scientific sessions and events and make them available to participants at a later stage. This technology was often used to remotely connect speakers who were unable to travel. More recently we have developed our streaming of live conferences, giving remote participants the possibility to interact with questions and comments within the setting of a virtual platform. Combined with our strong experience in designing and implementing studio and hybrid events this has allowed us to offer a complete menu of technologies to best suit your needs.
Logistics
Full management and negotiation of conference services including venues, stages, audiovisual equipment, technicians, catering, signage, conference materials, giveaways, etc..
Registration & Booking System
We benefit from a customizable and flexible registration system thanks to our proprietary software WeMeet®. This includes secure web payments, hotel reservations visa support, workshops and parallel course selection, social programme participant management along with many other features. It also offers our partners direct access in order to monitor data and be constantly updated in real time. This portable system travels with us, transforming from back-office to on-site registration management.
Hotels
Hotel prospecting and assessment, negotiation, contract management, booking handling, cancellation policies, room sales, on-site coordination, attrition monitoring and risk management – nothing is too complex for our experienced team.
Social Programme & Transfers
Social Programme design and fulfilment including special activities tailored to each destination such as thematic tours, technical visits, team building activities, etc.
On-site
From back-office planning right through to the live event we are by your side. Staff selection and coordination, on-site registration set-up and management, VIP & speaker assistance, sponsor and exhibitors support, exhibition set-up, running and dismantling. Nothing is too big or too small.
Post Congress Follow-ups & Analysis
We don’t stop working, even when the event is over. Web-based surveys, thank you letters, follow-ups, certificates of attendance, photo & video galleries, updates to the event website – these are all essential parts of your project. Detailed budget reconciliation and audit, debriefing with all stakeholders, speaker and participant feedback and analysis – a complete action plan to ensure we keep improving your experience from one edition to the next.
Welcome Travel Team – Destination Management
Welcome Travel Team is the leading Destination Management Company in Monaco and Southern France. We provide a wide range of ancillary services alongside the organisation of conferences, product launches, conventions, exhibitions and incentives.
Ingenuity Games – Software development
Our experience and capabilities in software development range from our in-house CRM system WeMeet® all the way through to state-of-the-art VR games which can be tailored according to your needs – team motivation, training or just an excuse to relax.
