Conferences
The cozy corners and networking zones are just as important as the main stage when creating a successful conference and an event with a high professional standard. The above is not a quote or a written doctrine. But it is a truth that we at ALIVE have noted over the years and always rely on when we need to tell a potential client about our approach and planning of a given event.
Cozy corners make successful conferences
The cozy corners symbolize much more than just a physical space and some soft sofas. They represent not just a place to stay and grab some food and drink between the many presentations and debates. They’re a reflection of the atmosphere, a measure of the conference’s success, and where, as an organizer, you can truly decode whether all participants are benefiting from the expansive program. Also, a good place for networking.
Below, you can read more about how we approach conference planning to ensure everyone has the absolute best experience, and the organizer achieves their goals. Why you can confidently entrust us with shaping and executing your conference. And what we focus on when a conference simply must be right the first time.
Your conference Is in safe hands, both locally and abroad
At ALIVE, we have a long-standing tradition of taking care of the entire process of planning conferences. Whether they are to be held in Denmark or the rest of the world. We have brought together large companies with offices in many countries for conferences in European cities.
We have sent locally rooted workplaces abroad to give their ideas and conversations fresh air under their wings. And we have arranged countless conferences for both large and small companies within Denmark’s borders.
We organize your next conference in Denmark or abroad
We collaborate with conference centers all around the globe
We focus on networking zones as well as main stages at conferences
We handle booking of flights, hotels, transport, and entertainment
We have extensive experience in executing conferences
After delivering the translated text, it has been reviewed to ensure that it is correct and professional in English.
We deliver the complete logistical package
Whether you wish to hold a conference abroad or here in Denmark, we take care of the entire logistical package so you can focus on achieving your professional goals. We take care of finding the perfect location, arranging transport, booking the best catering, and overall, handling thorough planning – and the subsequent execution – of your major event.
We also always draw on our extensive network of external partners, so we can create events with lots of activities along the way, numerous different transportation options, AV equipment rentals, entertainment, and whatever else forms the framework for a successful conference, a safe stay for the participants, and a rewarding event.
Plan your next event with us
Choosing ALIVE as your partner for your next conference, you give us a task we have solved many times before. A task where we know the playbook and always have control over the final checklist.
We always tailor an event with a view to precisely meeting your wishes, your agenda, and your needs. We have no standard solutions, and we start the process with a meeting where we get to know each other and jointly commit to the overall goals and framework for the conference.
Many questions need to be clarified
There are many questions to be answered, many viewpoints and interests to be considered, a list of hotels and venues to be reviewed, and other requirements to be included in the mix before we can begin to outline your conference. Will the conference span several days? How many people will attend? Do all participants need accommodation? What are your requirements for location? What facilities must be present at the conference centers we shortlist? Do you have special requirements for food and beverages? Do you have other wishes for the location or the course of the event in general? Should the conference facilitate an official meeting with special requirements for security, logistics, and catering?
Our experts handle the planning
Once our experts have an overview of your expectations, dreams, and requirements for the upcoming event, they will make an overall proposal for what your conference could look like.
In this way, we ensure that the arrangement aligns with the budget, and that the location and content meet your expectations. But beyond that, our experts also bring a lot of creative ideas into play. They take pride in shaping the visual identity so that physically present guests, and those who may participate in the virtual conference, can more easily understand the messages. And they draw on their extensive event toolbox to find just the right happenings, meeting rooms, conference centers, and surprising experiences that make the evening and the overall stay unforgettable.
Logistics
- Planning of the complete program
- Allocation and management of resources
- Budget and overall financial management
- Project management and ongoing reporting
- Event execution
- Tour guide execution
- Handling of GDPR regulations
Transport
- Coordination of flights
- Coordination of bus transport in Denmark and abroad
- Coordination of shuttle buses to and from event/hotel/airport
- Coordination of limousines
- Coordination of luggage check-in at the hotel
Accommodation
- Hotel booking for guests and staff
- Booking of outdoor accommodations, tents, and similar
- Coordination of gift baskets, snack packages, beverages, etc.
Entertainment
- Booking of artists
- Booking and briefing of MCs
- Coordination of stage, technical setup, lighting, and sound
- Branding of venue
- Setup of greenrooms
- Broadcasting on big screens between multiple countries
Activities
- Planning and booking of experiences
- Booking and briefing of guide and driver
- Ensuring event execution with consideration for individual needs (e.g., food allergies)
- Providing relevant information to participants before the experience (e.g., clothing)
Themes
- Concept development
- Decorating the hall, stage, and entrance area
- Table setting with dinnerware, lighting, and floral decorations
- Ordering tables, chairs, and dinnerware
- Branding the entire venue
- Setting up the welcome area
- Setting up the food area and themed restaurants
- Setting up the bar, themed bar, and nightclub
- Setting up the smoking area with ambient lighting and heaters
- Setting up the changing area
- Setting up the lounge area
- Setting up a coffee lounge with baristas
- Toilets with fragrances, flowers, and hygiene items
- Ordering and setting up a press wall
- Design, graphics, and print materials for the chosen theme
- Purchasing and packing snacks and goodie bags
- Preparing floor and table plans
App
- Development of a customized app
- All information collected in an app
- Personal ticket in the app
- Setup of push notifications
- Coordination of competitions
Registration site
- Customized website for registrations
- All information collected in one place
- Scanning system for the party
- Graphs and evaluation of no-shows
- Telephone hotline for all guests with questions
Security
- Booking of security guards and paramedics
- Booking and briefing of artists and photo/video photographers
- Booking and coordination of service personnel
- Training of personnel in communication protocols and safety
- Preparation and approval of fire safety drawings
- Preparation of evacuation plans
Catering
- Preparation of a customized menu
- Coordination with the chef and location
- Coordination of allergies for all guests
- Coordination of various food trucks
- Purchasing and stocking of beverages
Sustainability
Ensure dialogue on how we can together improve the environmental footprint before, during, and after an event
Branding
- Ensure strong and highly visible brand execution
- Creative ideas and input for staging
- Focus on creating engaging content that can be shared on social media
- Planning of press coverage before, during, and after the event
- Internal communication plan
AV
- Ensure professional equipment for execution
- Testing before the event
- Briefing and planning of content production
The right facilities are essential
Whether you want to hold your conference nearby somewhere in Denmark or abroad – and regardless of the background of your conference – you need to choose the right place to hold it.
It’s important that everything functions perfectly, that planned activities are carried out on time, and that you have time for networking between the many meetings. In short, that you get value for money when your employees gather for the major event that a conference undoubtedly is.
When we at ALIVE plan a conference, we take all these things into account. We do this because it is our job. Because we respect the participants. And because our company is built on a doctrine that we’re never better than our last event. And that we should be able to greet our customers as friends when we meet them on the street.
A Successful Event and a Special Experience
We look forward to telling you more about how we plan an event that can enrich your employees, embrace your message, and strengthen your position in the market. And how we can jointly arrange a conference that can result in an exciting experience for all participants.
We are happy to take the first steps and visit you for a talk and a proposal, but you are of course also very welcome in our bright offices at Østerbro. There’s good coffee. Many soft sofas. And, of course, cozy corners.
After delivering the translated text, it has been reviewed to ensure that it stands correct and professional in English.
Get in touch and let us have a conversation on how we can fulfill your specific wishes and needs.
