Scientific Program Duties

1.      Performing all tasks according to a clear time frame.

2.      Preparation of the data of the first & the second announcements in innovative designs.

3.      Preparing, sending and following up of the invitations for the guest speakers.

4.      Arranging joint sessions with different Arab and International societies in view of the communications and suggestions of the organizing committee.

5.      Approaching the Faculty’s program, which is previously suggested, and following up with them to early detect any cancellation or apologies.

6.      Preparation of the preliminary program.

7.      Preparation of a backup plan for accidental late apologies of guest speakers.

8.      Preparation and revision of all the data in the final program book.

9.      Managing the integrity of the sessions during the Congress days.

10.   Following up the meeting’s objectives.

11.   Preparing evaluation forms to get feedback from the audience.

12.   Providing a highly professional information technology support.

13.   Providing the voting system.

14.   Live Transmission "Video conference, audio conference,.....etc.".

15.   Internet service "Conference Website" containing the main topics, preliminary program, Registration fees, accommodation & registration package, abstract submission & online registration.

16.   Communications with different faculties and centers aiming to grasp the latest updates of the following:

a.      Recent Egyptian research that should be presented during the conference.

b.      Egyptian Registries and surveys.

c.      Collections of interesting & rare cases to be presented.

 

17.   Preparation, electronic delivery and follow up of the "Detailed personal program (speaker & chairperson)" for all guests including the whole session(s) "he / she is participating in to avoid any repetition that might occur from one presentation to another". Sending also the audiovisual instructions together with the hotel reservation data for the participants who reside outside Cairo.

18.   Managing a memo campaign one month before the congress, starting weekly phones, SMS and emails to remind the guest faculty by their exact role.

 

Accreditation

·        Preparation of the application forms needed by the accreditation boards (Egyptian, Arab or European) after fulfilling their prerequisites.

·        Most of our events, specially those having the medical equipment companies in their potential sponsors are submitted timely to the “Mecomed” to get the necessary approvals.

 

Fund Raising

·        Preparing the preliminary event budget.

·        Tailoring several attractive benefits packages to suite the target sponsors.

·        Negotiating with the sponsors to achieve a “win – win” situation.

·        Updating the event board step by step by the financial status of the event.

·        Providing the event board by a detailed clear final budget at the end of the event.

 

Online registration & abstract submission

·        Since your event/conference audience/participants are bound to be scattered all over the country/world, the only way to unite them and keep them well served is through the web. Therefore, Iris takes utmost care in ensuring that a seamless/minimum fuss process is in place for online registration and abstract submission of your participants. Thus, you and your participants are bound to experience the power of cutting-edge technology at events managed by Iris.

 

Accommodations & Social Activities

·        Accommodation management is a key part of the event logistics. Your delegates/guests and attendees often come to the event after traveling long distances and they need to have a professionally managed accommodation management system in place so that right from the moment they set foot in the host city, their accommodation requirements are taken care of. With experience of having handled accommodations for over 8 years, Iris provides you great deals and an unmatched management service across all categories of hotels/guest accommodations as per your requirement.

·        Reserving different venues with variable prices as per the event budget (hotels; opera, …etc).

·        Selecting suitable conference halls according to the time schedule and distribution of different sessions.

·        Management of the exhibition layout.

·        Special touristic tours for the guests with professional tour guides.

·        Gala evening arrangements.

 

Website & Mobile Applications Development:

·        Iris provides a full-suite of website / mobile app design and development services that are customized to meet each specific requirement of our clients. Our attentive team of experts has a wide range of experience and an understanding of the finer distinctions between all aspects of web development.

·        A website is a combination of many technologies and specialties such as graphic design, web programming, web-based databases, seamless content management systems and more. Our highly skilled team of professionals employs the latest and most reliable technologies to deliver a website that addresses the individual need of the client.

·        The dependable services and solutions include, Web design, programing and development, online research, Search Engine Optimization “SEO”, and if desired, hosting and maintenance.

 

Live transmission / video conference / webcasts / streaming

·        Whether you are transmitting from inside your hospital to the meeting room or from different hospitals to the conference venue or from different international centers, Iris provides a full service from wired connections to budget oriented high-speed internet transmission to powerful satellite-based transmission.

 

Transportation

·        Shuttle buses from different hotels or meeting points.

·        Flight tickets reservation for guest faculty.

·        Professional “Meet & Assist” service to and from different airports.

 

Marketing of the Event

·        Preparation and execution of a professional marketing campaign targeting Egyptian, Arab and foreign attendees and societies (electronic and hard copies).

 

Publications and printed materials

·        Announcements, flyers, brochures,… etc.

·        Designing & printing the event logo, head letter, theme & posters.

·        Invitations, certificates of attendance, badges, envelopes & giveaways.

 

Staff Planning

·        An extremely crucial service is ‘Event manpower planning and allocation’. Your event participants need professionally trained/experienced event staff at every step whether it be airport arrivals, accommodation support, conference registration or any other related activity. That’s where our expertise in staff planning and allocation comes into play. Based on our experience, we plan and allocate adequate number of rightly skilled staff to take care of various aspects of your business and ensure that there is neither a shortage nor crowding of event crew at your prestigious event.

 

Signage Management

·        An event can’t be successful without well planned, blended and adequate signage. While we create a signage plan for your event, we take into account your branding, venue constraints and requirements, the various options to be employed and the global practices in terms of conference/event signage. This ensures that adequately visible/informative and well branded signage is present at your event and it not only enhances the value of your event, but, provides the participants with enhanced comfort and hassle-free movement in and around the venue.

 

Secretarial Work

·        Sending all publications to the available database.

·        All publications to be send Via: Aramex, Email, Egyptian post,+/- Fax.

·        Collection of the attendees’ data to build a comprehensive database for future events.

 

Media Coverage

·        Press conference: to be arranged one week prior to the conference in addition to the coverage by the major TV channels’ & newspapers’ representative during the conference days.

·        Setting the stage for future similar events.

 

Protocol & Security

·        High value conferences may involve VIP participation from national and international ministerial delegations and at times heads of states such as the Prime Minister and President etc. Thus the protocols have to be strictly adhered to and all necessary government licenses/permissions and approvals have to be timely obtained to ensure that there are not last minute regulatory and procedural hurdles/embarrassing situations occur. Cooperation and planning related to security for such events also has to be undertaken and often requires coordination with government security agencies and local police. Iris events management team is well versed with all such protocols and security liaison services. We not only fulfil the statutory requirements but also anticipate and identify any such requirement that might generally miss the eye.