We aim to provide personalized services to
individual customers, medical societies, and organizations that require
the expertise of a company that is familiar with both the logistics
of organizing events and the best and most appropriate suppliers in
the events industry, with the ability to adjust each event according
to its specific budget and purpose, including adapting the computerized
registration system to the event’s characteristics.
We belong to the main Brazilian associations in the events industry,
like Rio Convention and Visitors Bureau and ABEOC, the Brazilian Association
of Events Companies.
The following are some of the services we offer, in keeping with your
event’s characteristics and needs:
Executive Secretariat, Administration, and Operational Management.
-
Preparing the event’s
Planning and Programming, together with the Organizing Committee;
-
Sizing the event, recommending
the most appropriate sites and venues for holding it.
-
Preparing a detailed organizational
and management timetable;
-
Preparing a Merchandising
Plan for raising sponsorship and selling stands;
-
Preparing and monitoring
the event’s Overall Budget, as well as the disbursement schedule,
monitoring them throughout the entire planning, pre-event, event,
and dismounting process;
-
Advising the client in
strategic planning for receiving and processing registrations, defining
payment formats, and negotiating with the official bank and credit
card companies;
-
Implementing online processing
of registrations through a specific website;
-
Organizing computerized
registration, with follow-up of the entire registration process (from
confirmation of registration until the participant’s arrival)
with bank deposits under the responsibility of the event’s Organizing
Committee and submission of monthly/weekly registration reports for
bank settlement;
-
Organizing computerized
registration to monitor the flow of the guest participants and speakers,
preparing and updating the VIP list as the confirmations arrive for
handling by the receptionists and organizers;
-
Advising the organizers
in preparing a technical program grid and sending a letter of invitation,
monitoring the need for equipment/hotel accommodations and confirmation
of participants’ presence;
-
Handling the processing
of abstracts via a website, with the possibility of online evaluation
and confirmation.
-
Monitoring production and
supervising deadlines for the delivery of support materials, badges,
official publications, promotional materials, and signage directly
related to the event;
-
Advising the members of
the Organizing Committee as to sizing of the event;
-
Hiring support services,
soliciting bids and proposals, comparing them and negotiating fees,
schedules, and deadlines with companies providing the following:
- Planning and carrying out social activities;
- Planning and carrying out the event’s
ceremonial and protocol procedures, participating in ceremonial planning
meetings for the authorities attending the event;
- Advising the Protocol organization for the
Opening Ceremony and other sessions in the event, in accordance with
the official norms of the Brazilian Government and preparing scripts
for each occasion;
- Checking the VIP guest list (verifying names,
positions, titles);
- Mapping out and monitoring the arrival/ flight/
reception/ hotel accommodations/ and program for special speakers and
guests;
- Preparing a detailed script for the inaugural
ceremony of the fair, exhibit, (or forum) and other parallel events;
- Handling advance visits by heads of protocol
for guest authorities and advance visits by security teams, accompanied
by the Head of Security hired by the organizers;
- Preparing and updating the special guest list
as confirmations arrive, for handling by receptionists and organizers;
- Recommending a master of ceremonies with proven
experience and supervising the list of names, complying with the order
of precedence in Public Ceremonial Protocol, in case of speeches.
- Selecting support personnel among professionals
with experience in major events, setting guidelines for conduct by receptionists;
- Planning the support services in the meeting
rooms, preparing a map of the equipment, selection and training of receptionists
for these rooms, and definition of the type of instructions to be provided
to the panel chairpersons, including the preparation of signs with the
speakers’ names;
- Coordinating the overall functioning of the
event, supervising the various suppliers during the assembling, the
event itself, and the dismounting;
- Submitting a final activities report after
the conclusion of the event with a comprehensive budget wrap-up;
- Sending letters of thanks to the companies
that have supported and sponsored the event, as well as to the suppliers
and participants when appropriate;
Método Eventos works in partnership with
the Organizing Committees of the events, and arrangements for payment
are thus adapted to each event. |
