Services within
exhibition and conference administration
We make it easy to hold conferences
ConEx specializes in planning and running exhibitions, sponsor activities and participant administration in connection with healthcare meetings and congresses. We act as an active partner throughout the entire process – from selling stands and sponsorships to registering participants and practical running on the day itself – supported by an experienced team.
How we work with exhibitions and sponsorships
When considering offering exhibitions and sponsorships at your next meeting, we recommend that you take the following into account:
- Close cooperation: We are an active partner in the planning and implementation phase and maintain ongoing contact with you and the exhibitors.
- Professional administration: ConEx handles all communication with exhibitors and the exhibition venue, including registration, stand placement and sending out invitation material.
- Sponsorship management: We are also responsible for the administration of sponsorships - from preparing sponsorship invitations and contracts to obtaining material (logo, conference kit submissions, signage, slides, etc.), invoicing and ensuring compliance with ENLI regulations.
- Compliance: We ensure that both exhibition and sponsorships comply with applicable regulations and industry standards, including the Danish Pharmaceutical Code and ENLI.
- Optimization of area and location: We prepare stand drawings and manage stand distribution in close dialogue with the organizer and exhibition venue.
- Presence during setup: We are physically present during the set-up of the stands – but not during the dismantling, which should therefore be planned clearly in advance.
- Choice of venue: It is important that the exhibition can be held in the immediate vicinity of the professional premises, and that the catering is served in the exhibition area - this creates life and activity among the exhibitors.
- Accommodation: When negotiating hotel rates for participants, we also remember to allocate a few rooms for exhibitors so that they can be close to their booth and the participants.
- Equality and recognition: Exhibitors are most successful when they are viewed and treated as equal participants in the event – both by the company and the hotel.
- Economic model: Our fee is a percentage of the total stand turnover. We only make money if we sell stands, and therefore work hard to ensure maximum attendance and satisfaction among exhibitors.
- Break lengths and program: To ensure optimal visibility for exhibitors, we need morning and afternoon breaks of at least 45 minutes as well as a lunch break, where refreshments are served among the exhibitors.
- Planning basis: We ask that you send us the program and budget in good time so that we can plan and optimize the exhibition and sponsorship activities effectively.
The practical work also includes
- Building and maintaining exhibitor and sponsor databases
- Preparation of sponsorship packages and stand plans/
exhibition guides - ROI assistance for sponsors
- Marketing the exhibition on relevant channels
- Risk assessment and health and safety on the day
Participant administration
In addition to exhibition and sponsor administration, ConEx can also handle the practical administration of your participants, so you can concentrate on the professional program:
- Participant registration: We set up and manage an online registration page where participants register and optionally select sessions or workshops. We send confirmations and ongoing notifications to participants (practical information, reminders, etc.), keep track of cancellations, changes and any waiting lists, and provide updated participant lists and statistics along the way.
- Name badges and check-in: We design and print name badges and are responsible for checking in participants upon arrival, so that registration runs smoothly on the day itself.
- Collection of payment: We handle the collection of participation fees and other payments in connection with the event.
- Room distribution: We coordinate the distribution of hotel rooms between participants (and exhibitors, cf. above) in close dialogue with the hotel.
- Food preferences: We collect participants' food preferences and any allergies and pass them on to the catering supplier so that everyone receives the right food.
- Public transport: We can arrange shared transportation for participants, e.g. bus between airport/station, hotel and conference venue, including pick-up points and timetable.
- Data management and GDPR: We treat all participant information confidentially and in accordance with GDPR, including data processing agreements and secure storage and deletion of data.
Purchase options
If you need extra help, we offer the following add-ons (all prices are exclusive of VAT):
Handling of venues and hotel contracts - DKK 10,000.
Fixed price. ConEx obtains offers from relevant venues and hotels, assesses the options, negotiates terms and enters into the final contract, including coordination of logistics and special needs.
Handling of sponsorships - DKK 5,000 per sponsorship
Includes contract negotiation, compliance assurance and administration of any stands.
Extra initiatives for better meeting experiences - 600 DKK per hour
Number of hours agreed in advance. Create unique interaction opportunities between participants and exhibitors, for example:
- Innovation walks: Guided tours where relevant companies present their products to the target group. ConEx collects information from the companies and prepares a template for implementation.
- 5-minute program introduction: Brief presentation of exhibitors during the program itself.
- Tip a 13: ConEx collects questions from the exhibiting companies and prepares an engaging quiz for the participants, including setting up questions, designing materials and administration on the day.
- Other tailored initiatives: Prepared in close dialogue with the customer.
Our focus
Size
That healthcare professionals and companies collaborate for the benefit of the Danish healthcare system.
Vision
Equal partnership between all actors in the healthcare sector.
Value
Valuable collaborations between healthcare professionals and companies ultimately benefit patients.
Are you interested in hearing more?
Contact us
We are ready to plan and execute the exhibition administration for your next conference. Contact us today to hear more about what we can do for you and your organization.