Congress
Let ALIVE handle all the practical aspects of your next congress. Whether you are planning it yourself or you are attending one here at home or around the world.
Congresses around the world
There are many reasons to partner with an agency when sending your employees to a congress somewhere in the world.
At ALIVE, we collaborate with a wide range of housing agencies, airlines, and contacts worldwide, ensuring that you always get the most optimal working conditions when attending a congress anywhere on the globe.
We handle all the details
When you use ALIVE as your congress organizer, you avoid having to deal with a wide range of travel-related challenges.
We handle the dialogue with housing agencies that manage guest accommodations near the congress centers. Booking hotel rooms at central hotels yourself is nearly impossible when thousands of guests flood into a city for a congress.
We also take care of flight connections, transportation to and from the airport, and easy and quick access to the congress itself. Additionally, through our partners, we book meeting rooms and tables at good restaurants.
This is particularly relevant for companies that bring their own clients and partners to congresses and need to evaluate the day’s experiences, share knowledge, and nurture their relationships in a non-professional setting during their stay.
We handle the logistics when you are attending a congress
We provide an A-Z solution when you need to organize a congress in Denmark or abroad
We book hotels close to the venue where the congress is held
We can combine professional activities with social events when you are at a congress
We book meeting rooms and restaurants so you can nurture your network
Congresses in Denmark or abroad
We can also assist you if your company needs to hold a congress in Denmark or abroad. We have extensive experience in bringing together large groups for congresses, and no matter what needs and wishes you have for the upcoming event, we can meet them.
We collaborate with a wide range of congress centers both domestically and internationally, giving us all the opportunities to create the best settings for your upcoming congress.
Relax when you are at a congress
It’s important to be able to relax and recharge when attending congresses.
Negotiations can drag on, and meetings can be scheduled late in the day. In such cases, it’s the small details that give your employees the extra energy to perform and enable them to focus on the work.
At ALIVE, we have a keen focus on the small details. We always ensure to place you close to the conference centers where your events are held, so you spend as little time as possible on unnecessary transportation.
We create the setting for your stay that allows you to focus 100% on the tasks you are there to solve.
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
Book a meeting with us before you attend a congress
If you have any doubts, give us a call before you embark on arranging your own congress or before sending employees abroad. This way, we can discuss your wishes and needs, you can inform us about your budget, and we can provide an overview of what we can offer you at various price points.
Get in touch and let us have a conversation on how we can fulfill your specific wishes and needs.
