Organization of Congresses


Permanent Secretariats


Management of registrations and papers

Organization of Congresses

Reliability, professionalism and quality are the values that have positioned Easy Planners as a reference among companies in the field.

Accepting greater challenges has enabled us to grow and learn, accumulating first hand experience, our true asset.

-Counseling and information search before applying as candidates
-Liaison with authorities as back up for the application.
-Exploration of prior events related with each meeting in the specialized.
-ICCA (International Congress & Convention Association) data base.
-Professional support to prepare the proposed candidacy. 

-Graphic design of all the necessary material.
-Creation, design and maintenance of the event website.
-Design of the advertising and promotional material for the event (paper and electronic brochures, posters, banners, etc.)
-Database preparation and update.
-Sending communications to institutions or persons interested in the event.
-Press releases.
-Coordination of interviews and conferences with the media.
-Requesting sponsorship.
-Preparation and dispatch of all correspondence.

-Contact, communication and follow-up of potential sponsors.
-Organization of exhibitions and sales stands.
-Supervision of stands and company exhibits.
-Coordination with the suppliers to set-up the stands: presence and supervision throughout the procedure.
-Negotiation of the institutional presence.

In April 2009, Easy Planners organized the 12th Meeting of Latin American Geographers which entailed the comprehensive management of the more than 3,000 papers presented (the highest figure in the history of the country).
1.Reception, processing and charging registration fees (add credit cards).
2.Reception and classification of scientific papers.
3.Sending messages of acceptance and forms with details on how to present the papers.
4.Supporting the Organizing Committee in the selection of works and preparing the program.
5.Permanent communication with the participants, responding to all queries. Apoyo al Comité Organizador en la selección de los trabajos y armado del programa.

-Searching for facilities and quotations for the social activities
-Presenting different proposals before the Organizing Committee
-Searching and coordinating the different artistic or cultural activities
-Sending special invitations and coordinating attendance
-Stewards receiving and taking care of guests

-Administration of general congress funds (control of cash inflow and outflow).
-Coordination and management of suppliers.
-Searching and selecting quotations for necessary input and equipment.
-Final expenditure report.
-Statistical charts of the event, per participant.

-Management of ticket reservations and transportation of foreign visitors.
-Reception of the VIP guests who will attend the event at the airport and transportation.
-Research of the hotels available tailored to customer needs.
-Follow-up, reservation and confirmation of lodging.
-Coordination of tours and outings.
-Personalized "face to face" service at each stage.

-Preparation of the Secretariat.
-Conformation of a complete working and coordination team.
-Receiving and charging new registration fees.
-Preparing and handing pins together with all the necessary material to participants.
-Supervision and coordination of the general room, audio, projection, recording and hired services setup.
-Survey of rooms for workshops and plenary sessions, reviewing the logistics and personnel required.
-Coordination with the master of ceremonies.
-Permanent staff in the room.
-Hiring national and international tours.
-Handing certificates.

-Thank you notes for speakers, sponsors and contributors.
-Preparation of the final statistics to evaluate the event.
-Filling in the personal information in diplomas and certificates, and handing them to the participants.