to render their services for the duration of the event, possibly a request for
free services or sponsorships);- transport service providers (announcement of the event, topic, objectives
and date, international / national professional relevance, invitation to render
transport services, possible requests for discount, free services or
sponsorships).
Presentation leaflet / publicity
Any professional event – of great magnitude or modest – is inconceivable without a
presentation leaflet. It is printed in a number of copies exceeding that of the maximum
number of the expected participants.
The leaflet will be distributed for free with sufficient time before the event so that as
many key persons as possible are informed.
In addition, several posters in public places, halls of related institutions, 1-2 months or
2-3 weeks beforehand have a positive effect.
Inserting short notices of the event in journals and on websites (national and
international) is highly recommended.
As the event draws near, all potential publicity sources of the event will be identified and
used: television channels, radio stations, specialty magazines, newspapers etc. that might
wish to promote the congress, conference or seminar.
At the same time, several press communiqués will announce the event and – as the event
draws near –more and more information in the media. It all culminates with invitations to
the opening and closing sessions, with the final press conference (interviews with
speakers in plenary sessions, with the President of the organizing committee, official
persons, discussions with participants from various countries / institutions).
A file of the echoes in the media works well; some representative photocopies of the
event impact may be attached to the invoices and thank-you letters to the sponsors.
Website of the event
In recent years, organizers of professional reunions of great magnitude have used IT
sources in order to improve their communication with the potential participants, to
advertise the event, present the programme and the necessary materials that must be made
known beforehand, to facilitate the financial arrangements of the participation, help with
online registration.
Creating a website of the conference – independent or included in that of the organizing
institution – is the solution for most organizers of congresses and conferences.