Meetings & Events Division
Our company undertakes the full organization of any meeting, incentive, congress or event of any size. Our experience, state of art equipment and specialized multilingual and internationally minded experts guarantee the success of your event.
The H Travel Group has affiliates throughout the world and provides 24h basis support covering all stages of the organization.
Working along with your ideal M.I.C.E partner means:
- We listen to your needs
- Provide dedicated staff
- Offer expertise (local)
- Venue inspection
- Competitive pricing
- Alternatives
- Full Audiovisual support
- Promo Material
- Private access
- Suppliers negotiation
- Transportation services
- Looking at every detail for you
Services
Prior the Congress or the Event
Meetings with the Organizing Committee at regular intervals
Correspondence with delegates, invited speakers, guests
- E-mailing
- Supervision of all post mailing
Process of Registrations – Collection of fees
- On-line platform, upon request
- Confirmation Letters
- Lists of registered per category
Negotiations with suppliers – Assign of tasks
Editing- Printings – web site development
- Supervision of all preparation
Supervision of the whole preparation of all provided Services and transportation of promo material to the Venue
During the Congress or the Event
Specialized desks on-site, supported by experienced, multilingual experts
- Welcome desk at the airport
- Hospitality desks at the main Venue and/or at the selected hotels
- Accreditation desks
- Secretarial desks – Executive secretarial offices
- Technical equipment distribution desks – Office for tests of presentations
- Travel Information Desks
Supervision of the smooth operation of all the provided Services
- On-Site registrations
- Set up of halls, banquet and exhibition areas
- Storage of promo material before distribution
- Distribution of promo material and useful manuals
- Set up of technical equipment and /or exhibition- Dismantling
After the end of the Congress or the Event
Analytical Reports of revenues and expenses
- Registration status, per category of registered delegate/accompanying/guest/invited, per country of origin, per mode of payment etc
- Analysis of all expenses per section
Statistic reports
Archive – Detailed lists
- Archive with samples of all promo material produced and/or purchased
- Detailed mailing/accommodation/registered/sponsors’/exhibitors’ lists
Thank you letters
- To all contributors (invited speakers, guests, sponsors’, exhibitors’, suppliers, staff)
Newsletters
- E-mailing of newsletters to Organizations, public and private Sectors, delegates
Press Coverage – Advertisements
- Preparation of special press kits for journalists
- Organize press conferences
- Supervision of ads’ and/or TV/radio spots and mood video productions
- Archive with all Press clippings published for the Organizing Committee
Billposting
- Supervise of bill posting to hospitals, institutions, organizations etc
Air and Ferry arrangements
- For groups and individuals
- Charter bookings
Site inspections
Accommodation arrangements – Process of hotel bookings
- In hotels of different categories and rates
- On-Line platform, upon request
Land arrangements – Process of bookings
- By deluxe buses, mini vans, private cars, limos
- Rent a Car
- Organized taxi service
Pre & Post Optional Tours – Process of bookings
- Variety of full and half day visits, cruises, multi day excursions etc
- Provision and distribution of special pamphlets and area maps by the Hellenic Tourist Organization
Vip Services
- Cruising
- Yachting
- Spa
- Selected restaurants
- Helicopters
Social Events – Catering Services
- Coffee breaks, Lunches, Dinners, Opening Ceremonies, Cocktail Receptions, Gala dinners
- Team building activities
- Theme happenings
- Cultural optional tours
- Golfing
Entertainment
- Dj, musicians, orchestras
- dance groups
- animation
Website development
Tailor made design , On-line platforms
Editing & Printings
- Supervision of editing and printings
- Creative logo, letterheads and envelops, programs, book of abstracts, Submission Forms, banners, certificates of attendance, special promo kits and manuals, pads, badges
Promo material – Gifts – Awards
- Purchase and/or production of pen, bags, folders, awards, medallions, gifts etc
Inspired Decoration
- Flower synthesis – curtains – candles – balloons, furniture etc
Punctual Signaling
- Flags, banners, signs of any kind etc
State of art equipment & Constructions
- Microphonic Installation, Audiovisual equipment, Interpretation and Lighting systems, Rental of laptops, printers etc
- Special constructions- stands, tents, panels, stage etc
Experts
- Licensed multilingual guides| Professional Interpreters | Photographers | Cameramen | Master of ceremonies
- Editors – proof readers |Experienced escorts
Consultation on selection of halls and exhibition areas
Assurance of expert technicians and experienced interpreters
- according to the Scientific program needs
Process of Abstracts – Classification – Evaluation reports
- On-Line process, upon request
- Receipt of Forms – Classify submitted abstracts
- Reports of acceptance or rejection according to the Scientific Committee guidance
Correspondence – Operation
- Emailing to Authors and speakers –
- Confirmation of their registration and bookings
- Supervision of the smooth operation of all requested technical needs and equipment according to the Scientific program requirements
- Supervision of scientific printed material according to the Scientific Committee instructions
Our team offers:
- Budgeting
- Financial management
- Resources allocation plan
- Risk analysis
- Marketing management
- Action plan – methodology
- Crisis management
- Quality management
- Operations management
- Exhibition & sponsorship management
- Administrative support
- Security Plan
- Insurance
- Secretarial support
- Travel support
- Scientific program support
- Creative and technical support
- Specialized experts
- Promotion
- Public relations
- Success Evaluation
- Statistics
- Archive
- Venue proposals