Events

APPLICATIONS AND FUNDING

AFID CONGRESOS will develop budgets for applications from organisations and companies who wish to hold a national or international event. We also offer funding advice and prepare budget quotations for public organisations and companies. Following application acceptance or funding allocation, we will prepare all necessary contracts and agreements. AFID CONGRESOS can also offer event promotion, celebrity invitation and exhibition planning assistance.

PLANNING AND ADMINISTRATION

AT AFID CONGRESOS we take responsibility of conference planning and administration. Planning is based on a series of initial meetings, during which a full understanding of the nature and aims of the planned event is established. A working project is then drawn up. This includes, amongst other items, conceptual conference design assistance:

• Definition of project tasks.
• Conference image design.
• Time and responsibility planning.
• Coordination and initiation of project tasks.
• Selection of personnel and suppliers (Conference assistants, translators, technicians, security and cleaning staff).
• Budget preparation. Technical assistance for committees. Committee report production.

VENUE LOCATION AND MANAGEMENT

Following event requirements, AFID CONGRESOS will propose appropriate venues (hotel, conference palace, conference centres, etc). Upon selection, we will take responsibility of:

• Contract negotiation and coordination of the required spaces. Distribution of conference sessions and spaces for committee meetings. Exhibition space and infrastructure management, where necessary.
• Secretariat, speaker area and warehouse management, etc.
• Furniture, computer, telephone line, Internet and advanced multimedia system hire.
• Coordination and hire of audiovisual and simultaneous translation services, where necessary.
• Interior and exterior venue signage Venue decoration Catering service, etc.

CONFERENCE SECRETARIAT

The Conference Secretariat is managed by AFID CONGRESOS. Equipped with all the necessary facilities, it provides an excellent administration service and guarantees total delegate satisfaction. The Secretariat provides:

• Computer systems.
• Reception and delegate support.
• Telephone, fax, email and postal services, etc.
• Meeting rooms for different committees.
• Copy service (photocopying), etc.

HOTELS AND RESERVATIONS

At AFID CONGRESOS we select a variety of hotels according to location and price. Given our OPC (Professional Conference Organiser) status we are able to negotiate special prices and preferential service, including:

• Conference block booking.
• Reservation management.
• Reservation holding and modification.
• Deposit management.
• Hotel management from the venue.

SPEAKER AND GUEST SUPPORT

AFID CONGRESOS aims to meet all speaker and guest needs and maximize conference success. In order to achieve this we offer assistance speaker programme assistance. This service includes:

• Speaker invitation.
• Travel and accommodation management for invited speakers.
• Correspondence with speakers.
• Correspondence with, and instruction of, session chairmen/women.
• Speaker management and selection committee support.
• Session planning and organisation support.
• Audiovisual organisation and operational support.
• Speaker book or CD-ROM production support.
• Speaker support office at the venue.

DELEGATE SUPPORT

Conference success depends on three key elements; efficiency, quality and convenience. When organising a conference, AFID CONGRESOS aims to maximize delegate satisfaction by taking responsibility of the following:

CONFERENCE PROMOTION AND MEDIA DIFFUSION

At AFID CONGRESOS we are conscious that conference success depends on appropriate event promotion. Consequently, working together with the Committee Organiser, we promote and advertise the event through:

• Strategic marketing planning.
• Production, management and continuous updating of postal lists.
• Media communication (radio, press and television).
• Production of computer, leaflet and news bulletins.
• Webpage production and management.
• Preparation, design and production of invitations, registration forms and bulletins.
• Resumés, programmes, posters, menus.
• Identity cards, invitations, authorisations, etc.
• Preparation and production of mailshots.
• Contact and communiction with sponsors.
• Press conference organisation.

SOCIAL PROGRAMME

At AFID CONGRESOS we are conscious of the importance of the social programme. Consequently, we can organise and manage the following:

• Opening and closing ceremonies.
• Receptions Authority contact and protocol.
• Early evening and nighttimes activities (tours, dinners, parties, etc.).
• Sporting activities (golf, tennis, etc.).
• Cultural visits (opera, theatre, museums, etc.).
• Pre- and post conference trips.
• Transport (airport, hotels, venue).
• Gifts City and country information.
• Guides

FINANCIAL MANAGEMENT

At AFID CONGRESOS we not only manage budgets, but also take responsibility of conference accounts, either directly or in collaboration with the accounts department. Management includes:

• Financial planning support.
• Budget control.
• Regular financial reports.
• Conference account control and communication with banks.
• Foreign currency payments, visa, etc.
• Invoice issue.
• Refunds and cancellations.
• Contact with sponsors and funding organisations.

POST-CONFERENCE MANAGEMENT

Delegates are required to leave the venue after the closing ceremony. However, at AFID CONGRESOS we provide the following post-conference services:

• Post-conference trip management.
• Venue clearance. Speaker payment.
• Production of conference proceedings - printed or other.
• Report drafting for collaborating entities and sponsors.
• Final financial report.
• Preparation of file containing published media material.
• Preparation of file containing conference material.