Organizing a conference
We are experienced organizers of conferences, exhibitions and workshops. Our conferences offer world class content, great delegate experience and exceptional networking opportunities.
Dedicated team of professionals
In keeping with the company’s reputation as a scientific publisher of excellence, Elsevier’s Conference Department comprises a dedicated, professional team organizing over 40 international scientific conferences and exhibitions in all parts of the world annually, each attended by between 200 and 2000 delegates.
The combined knowledge base of Elsevier conference organisation with marketing, publishing – including printed and online conference proceedings – and exhibition management, guarantees a seamless and cohesive event and publishing service. Co-ordination of functions across different operations is pivotal in the success of Elsevier conferences.
The management of each event is assigned to a Conference Project Lead, who works exclusively within the scientific community and therefore understands its needs and problems. Whilst the Conference Project Lead gives individual and meticulous attention to each aspect of conference planning and execution; Elsevier’s Conference Department also has at its disposal the benefits and resources of Elsevier’s companies and services.
In addition, and depending on the specific theme of a conference, we can specifically identify and target scientists active in that specialty field. In those cases, identification will be keyword-based rather than journal-based.
Bespoke E-commerce registration system
Elsevier has recently invested in a state of the art, bespoke conference registration system which provides full E-commerce facilities and is capable of handling many thousands of transactions simultaneously.
Payment will be requested by credit card but in some cases it is accepted that this is not possible. It is usual for French delegates to pay by bank transfer and for some attendees from developing countries to be able to pay only in cash on site. Invoices will be issued to each paying delegate, along with joining instructions and other relevant local information.
The Conference Project Lead arranges for all required signage to be produced for the venue. Elsevier’s Conference Design team will produce pop-up banners with the conference logo and the Conference Project Lead will take on site all stationery requisites, including fixings for posters, pre-printed certificates of attendance and all handout material.
Abstract submission and review system
Authors submit abstracts for the conference via a simple online web submission tool, independent of any journal online submission system. Nominated reviewers are given a password to access abstracts, either in numbered batches or by theme, as directed by the conference organising committee. Elsevier’s Publishing Content Co-ordinator oversees this process, ensuring authors receive an immediate acknowledgement of receipt of their abstract, and that reviewers can access abstracts without difficulty.
The Publishing Content Co-ordinator requests accepted authors to complete a pro-forma registration form as an acceptance of attendance in accordance with the terms and conditions of the conference. This process of early registration identifies those people who will withdraw, perhaps due to lack of funding, and thereby helps prevent missing speakers in the free oral programme and empty poster boards.
Timely communication with authors and invited, keynote presenters/symposium chairs will be the responsibility of the Publishing Content Co-ordinator. All matters concerning expenses, travel, accommodation and audio visual requirements for presenters, in whatever category, will be dealt with by the Publishing Content Co-ordinator.
Attendees are always alerted to visa requirements, with special emphasis on those from developing countries where applications can take months to process. Elsevier issues a letter of invitation to the conference to individuals who require this for their visa application. However, mindful of spurious requests for invite letters, Elsevier may request an official document from the institute in support of the individual application.
Extensive marketing capability
A key element of our service is to provide a complete tailored marketing solution that ensures the communication surrounding this prestigious event reflects the aims of the conference and achieves the target delegate numbers. To ensure a timely and rapid production of all the marketing materials, including websites and emails, we have developed a Content Management System.
Elsevier will make the services of a Marketing Manager available who will be responsible for devising the strategic and tactical marketing plans, overseeing the creative and design elements, monitoring progress; responses and expressions of interest are collated and analysed and a detailed pre and post-conference marketing report would be submitted to the Organising Committee (OC).
Reed Elsevier owns 25% of the world’s science, technical and medical (STM) databases and access to these means that Elsevier can offer an unrivalled marketing capability.
Working within the approved marketing budget, Elsevier’s Conference Marketing Manager would draw up a marketing plan for approval by the OC. This would include key dates, proposed mailing lists, diary listings, advertising and journal inserts. Overall the plan will focus ion the following key elements:
- 1st announcement/news updates
- Abstract submission
- Early bird delegate acquisition
- Full delegate acquisition
The Marketing Manager would provide ideas for design of the conference web site and once active, would manage and update it throughout the campaign.
Opportunity for publishing output
Close collaboration of the conference staff with colleagues in publishing during all stages of the project ensures maximal and most effective synergy to the benefit of the conference.
As publisher of premier journals in the field, Elsevier would welcome the opportunity to further support the work of its valued partner via top relevant journals’ brands.
We envisage the following outlets for the contributions from the conference:
- Abstracts Book/CD/USB stick
- Annals Procedia: Option of online hosting of all accepted conference presentations via ScienceDirect, guaranteeing global visibility.
- In agreement with the Journal’s Editor and Publisher, best quality conference papers (number to be determined) could be published in updated/expanded form as a special issue.
Dedicated commercial sales department
With over 40 conferences a year the Elsevier portfolio of events provides a direct route to global researchers and industry representatives in a number of communities. Our sponsors and exhibitors have the opportunity to network face-to-face with some of the leading names in the field and to build brand awareness and partnerships with international delegates.
Marketing Opportunities and Solutions for all Objectives and Budgets
Our range of events offers targeted on-site and pre-event brand building and direct selling opportunities. Packages are available for individual events or across a range of events to:
- Increase brand awareness via both onsite and pre-event exposure
- Enhance relationships with existing customers and meet new ones
- Sell direct to international buyers
- Generate sales leads and educate the market
- Demonstrate products or services and launch new products
- Position your organisation as the leader in the field
- Seek international partners and form new alliances
A range of options are available to suit every objective and budget. Industry can choose from high-impact, profile-raising, sponsorship across the entire delegate audience, such as our main sponsor packages or individual items such as the registration desk and delegate badges.
Alternatively, for extended exposure that goes beyond the duration of a conference, and to reach an even wider audience, it’s possible to choose for webinars, virtual conferences, and online advert campaigns on ScienceDirect.com and SciClick lead generation programmes.
All sponsorship options offer both on-site and pre-event promotion of your brand. In addition to the specific features of each package, all sponsors receive promotion via the event website and their logo and short profile in the delegate materials and pre-event marketing materials.
Most events also offer the option for direct selling to delegates via table top and shell scheme exhibition booths. Check individual event guides for details or ask your sales representative.
If you have additional queries in regards to conference sales, please contact Tom Faulkner at firstname.lastname@example.org.