Osiris
Professional Congress Organizers
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    Events and Incentives

    Professional Congress Organizers

    OSIRIS Meetings emerges as the dynamic arm of the OSIRIS Group, tailored to curate and orchestrate an array of impactful gatherings, including conferences, trade shows, congresses, conventions, and special events.
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    What we do

    Professional organization of congresses with excellence.

    With a keen focus on fostering connections, knowledge exchange, and innovation, OSIRIS Meetings brings together industry leaders, experts, and enthusiasts under one roof to spark dialogue, drive collaboration, and propel industries forward.

    With meticulous attention to detail and a commitment to excellence, OSIRIS Meetings sets the stage for memorable and productive experiences that leave a lasting imprint on attendees and stakeholders alike.

    International experience, flawless execution

    At Osiris, we support associations, public organizations, corporations, communication agencies, association management companies, and international event agencies in delivering successful meetings, congresses, and symposia worldwide.

    With over 20 years of experience in professional congress organization (PCO), our international and multilingual team ensures every event is planned and executed with the utmost care. Our clients rely on Osiris for our expertise, precision, and ability to manage complex events seamlessly.

    We deal with all aspects at the level of logistics, social communication, selection of the location of the event, catering, staff coordination, accommodation, entertainment and technical support and secretariat services, including registration and exhibition management.

    Our team can manage events from concept to completion or provide partial services wherever support is needed. We have successfully organized events ranging from 50 to 12,000 participants across a wide variety of formats and destinations.

    Combining experience, specialized PCO tools, and a flexible approach, Osiris ensures every congress or meeting is delivered with excellence, reliability, and impact.

    Services

    Complete solutions

    We guarantee integrated and efficient management of all phases of the event, ensuring quality, rigor, and peace of mind for organizers and participants.
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    Registration Services

    Registration Services

    We manage all registration aspects for individual delegates, groups, agents, exhibitors, and invited speakers. Our registration specialists are available by phone and email to provide comprehensive technical support and assistance to participants, while at the same time provide timely online reports to the organizing committee.
    Pre event registration

    These services include:

    • Design of registration online forms, all done in accordance with data protection laws (i.e. GDPR)
    • Secure electronic payment process set up
    • Processing of individual registration confirmations
    • Receipts and follow-up on all payments
    • Participant support and handling of enquires.
    • Advice on tax and VAT queries related to congress registration.
    • Provision of periodical registration reports and statistics
    • VISA request support by sending automated invitations
    Onsite event registration
    • Automated registration counters
    • Onsite self-registration and payment
    • Handling of individual and group registration payments
    • Issuing of congress attendance certificates
    • Onsite professional registration teams and IT support
    • Venue set-up & Operations
    • Security, Health & Safety
    • Plastic free accreditations
    • Recycling points for registration materials
    Post event registration
    • Final attendance records
    • Financial reconciliation and wrap-up
    • Final overview of registration income
    • Post-event evaluation survey

    Accommodation Management Services

    Accommodation Management Services

    Backed by a dedicated Accommodations Team, OSIRIS will ensure that all participants have comfortable and affordable accommodation that suits their needs and budget. The team thoroughly negotiates the conditions for the room block of the meeting, and carefully inspects all hotels and agreements.
    Only hotels that fully comply with the event needs will be contracted.

    These services include:

    • Hotel block-bookings
    • Sales to groups and individuals
    • Management and creation of rooming lists
    • Selection and allocation of rooms for speakers/VIPs/staff
    • Flexible cancellation policies
    • Secure payment
    • Pre-financing for hotel bookings
    • Online booking system
    • Cost effective pricing
    • Reporting: Osiris will provide the organizer with regular updates and status reports on room blocks, allocations, deposits, and pick-up reports.

    Scientific Secretariat

    Scientific Secretariat

    OSIRIS has the experience, professional staff and infrastructure necessary to manage all aspects of the programme, including abstract submission, review and presentation process, speaker management, as well as reporting and creating the necessary publications.

    Abstract Handling Process

    The entire abstract handling process is conducted online from the initial submission via the congress website, to reviewing and scoring the submitted abstracts, allocating accepted abstracts to sessions and/or posters, extracting reports and statistics, to sending reminders and notification.

    Speaker Management

    • Speaker’s Portal designed for all speaker’s needs
    • Reimbursement policy in accordance with congress guidelines
    • Distribution of invitations and tracking of responses
    • Ongoing communication by email and phone
    • Registration & Accommodation management
    • Coordination of AV, rehearsals and speaker ready room

    Project management

    Project management

    A Project Manager from OSIRIS Meetings will be responsible for all the communication between OSIRIS and the organizers. The Project Manager will be the focal point of contact and coordinate our professional and highly experienced team, which is composed of multilingual professionals.
    Venue Selection

    OSIRIS Meetings team will assist you, where needed, with venue selection, contracting, and with the coordination of all suppliers, including the generation of an RFP document, call for offers, comparison of the offers, and a detailed Site Selection Report.

    Onsite and Venue Management

    Logistical and technical tasks managed by OSIRIS Meetings include:

    • The selection, contracting and co-ordination of supplier services required and the on-site management of the event.
    • Takeover of the venue, preparation of all materials
    • Set up of registration area, session halls, poster area, exhibition, overflow areas, conference offices, and supervision of all involved partners.
    • Coordination of: construction, signage, technical support, audio visual, catering, food & beverage and social events.
    • Onsite secretariat team, coordination of staff, volunteers, security, and cleaning.
    Production of materials

    OSIRIS Meetings team will manage the production, design and printing of all materials that need to be prepared during the pre-event period, including the website or app, technical manuals, sales prospectus, flyers, signage, badges, lanyards, bags, pens, notebooks, and any type of merchandising, in coordination with selected partner companies.

    Social Events

    OSIRIS Meetings can also assist in organizing a variety of social events to provide connecting, networking and entertainment opportunities for all of your participants. All aspects of each social event will be covered by our team: logistics, venue, transportation, entertainment, decorations.

    OSIRIS Meetings team has a vast experience in all types of gatherings, such as Welcome/Networking Receptions, Facutly/Board Dinners, Charity Runs or any other sport activities, Gala Evenings, Awarding Ceremonies and themed parties.

    Other Logistic Services

    Our team members are experts in contracting and coordinating any logistic service, such as:

    • Transportation
    • Hostesses
    • Catering
    • AV

    Other PCO Services

    Other PCO Services

    Our comprehensive range of PCO services extends beyond traditional congress organization to include specialized offerings such as exhibition management, sponsorship coordination, and targeted marketing plans. Our exhibition management services ensure seamless setup and execution of exhibitor spaces, maximizing engagement opportunities. We excel in securing sponsorship for congresses, providing tailored packages that add value for sponsors and organizers alike. Additionally, our strategic marketing plans are designed to boost attendance, utilizing innovative approaches to attract and retain a diverse audience, ensuring the success and growth of your event.
    Exhibition Management

    A dedicated and experienced Exhibition Manager will coordinate and supervise all relevant services for the exhibition space, while staying in constant contact with the designated parties of the organizers, as well as being the main contact for all exhibitors.



    The Exhibition Manager will oversee a certain list of tasks, among which, but not limited to these, are the following examples:

    • Developing an exhibition concept and creating exhibitor guidelines.
    • Producing the Exhibition Manual
    • Designing the floor plan for the best flow, preparation of floor plans, and allocation of booths
    • Organize exhibitor site visits
    • Managing and supervising suppliers and sub-contractors related to technical, logistics, and catering requirements for the exhibition.
    • Coordinating stand services and orders
    • Set up, build-up and dismantling of the exhibition area
    Sponsorship for congresses

    A dedicated sales associate expert will be appointed to work closely with the organizers and will be the primary contact for all participating companies.

    OSIRIS Meetings team will create, develop, and market all sponsorship opportunities, will generate the needed documentation and serve as a point of contact for all contracts, logistics and reporting.

    In addition, OSIRIS Meetings sponsorship related services include:

    • Educational & Participating Grants.
    • Tailor-made sponsorship and exhibition prospectus, in coordination with the organizing committee.
    • Relationship building with companies and long-term support with key industry stakeholders.
    Marketing plan for congresses

    We understand the importance of a correctly created and executed marketing and promotion plan for a successful congress.

    Specialized services included in our marketing plans are:

    • Search Engine Optimization
    • Online Advertising
    • Social Media Campaign
    • Video marketing
    • Email Marketing

    Our marketing professionals will work closely with the Organizers to establish a long-term strategy, to ensure participant growth and engagement through these means:

    • Emailing campaigns
    • Influencers
    • Partners and Supporters
    • Website
    • Online Ads
    • Social Media

    Tailor-made conferences.
    Local knowledge.
    Responsible impact.

    Collaborate with us to create unforgettable experiences.
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