Orientation

If you are planning to organise a conference or event, we suggest you speak to us about your plans at the earliest opportunity. We will then be able to advise you on how to organise your conference (deciding on a date, finding a suitable venue, etc).

Intake meeting and estimate

Once we have a rough idea of what the conference will look like, we can set up an intake meeting to discuss it further. Based on this meeting, we will provide you with an estimate. We will make a careful estimate of the number of hours required to organise the conference. We calculate our hours in arrears, so you will only ever be charged for the hours we have actually worked. If more hours are required than we estimated, we will give you ample notice.

For participant registration and abstract handling we apply a rate per participant or abstract rather than an hourly rate.

Contract

If you are satisfied with the estimate and decide to work with us, we will set up a contract based on the estimate. This will include a description of the job, the services selected and the number of hours associated with them, the rates and all terms and conditions, including for cancellation. For internal clients (associated with the UvA) we charge a special hourly rate, which is less than what an external commercial event organiser would charge.

The work begins…

Once the contract has been signed by both parties, our work begins and you can focus all your attention on the content of your event. We will closely monitor schedules and budgets in the run up to the event, and keep you informed of our progress.

At the conference itself, one or more of our employees will be on hand to ensure that everything runs smoothly.

After the event

We will take care of settling all payments after the conference. Once everything is settled, we would love to invite you for an evaluation meeting to find out what you thought of our services.