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BioMedEx Services

Conference secretariat

BioMedEx provides management and secretariat services for a wide variety of conferences, from large international conferences to small focused workshops. We have provided secretariat services for commercial organisations, learned associations, charities and public sector bodies. We believe in a fully flexible service that meets the diverse requirements of our clients. We will assume full responsibility for all aspects of conference management, from precision planning and project management, through to presentation.

Conference secretariat services include some or all of the following:

  • Preparation and management of the event budget
  • Providing the secretariat to the Organising Committee and producing regular progress reports
  • Advising on venue selection, venue liaison and contract management of venues
  • Preparation of an event project plan with key deadlines
  • Design and updating of a bespoke conference website
  • On-line delegate and speaker registration and collection of registration fees
  • Delegate and speaker liaison including invitation, AV requirements, registration confirmation, travel, venue accessibility and accommodation
  • On-line abstract submission, abstract management and production of programme and abstract book
  • Organising and coordination of catering and social events
  • Liaison with suppliers and supplier contract management
  • Management of audio visual and technical support
  • Obtaining and collating post-event feedback from attendees

BioMedEx is registered with the Information Commissioner, number PZ 6335011, to process personal information in accordance with the Data Protection Act 1998

Sponsorship and exhibition management

Sponsorship and trade exhibitions represent important revenue sources for conferences. Sponsorship provides an opportunity for companies to promote their services and products and enhance their profile in a highly focused and targeted manner amongst the delegates. Successful trade exhibitions are fully integrated in the conference programme ensuring ample opportunity for exhibitors and delegates to interact. BioMedEx has specialised in sponsorship and trade exhibition management over many years and has built up industry specific knowledge including named contacts within companies, especially in the pharmaceutical, biotechnology and life sciences laboratory supply industries.

Sponsorship and exhibition management services include some or all of the following:

  • Developing “Sponsorship Opportunities” and “Invitation to Exhibit” documents
  • Securing sales of sponsorship and exhibition packages
  • Preparation of exhibition floor plans and approval by venue
  • Liaison with confirmed sponsors and trade exhibitors
  • Venue liaison including compiling of Risk Assessments
  • Liaison with suppliers e.g. shell scheme and stand contractors, electrical contractors and furniture hire companies
  • Compiling “Sponsors and Exhibitors’ Information Packs”
  • On-site exhibition management and supervision
  • Written final sponsorship and exhibition report including detailed account of all financial transactions
  • Evaluation of sponsors’ and exhibitors’ feedback

Association management and membership administration

Outsourcing of association management services can be a cost-effective way for membership associations to handle membership and administrative tasks. BioMedEx provides a variety of administrative services to Associations and Voluntary Organisations including:

Association management and membership administration services include some or all of the following:

  • Membership administration – maintaining of membership information, collection of membership fees, responding to enquiries from members, handling of membership renewals
  • Secretariat services to the Executive and sub-committees
  • Design and updating of association website
  • Annual financial accounts and tax returns