Other important aspects
The participants’ folders will include: the programme of the event, paper / notebook for
personal notes, abstract of papers, list of participants’ names and e-mail addresses, social
programme, advertising leaflets, map of the city / area / country, a branded pen, name tag,
possibly a CD of traditional music, mouse pads, badges etc.).
It must be remembered to print and display signs and notices regarding the programme,
the schedule in workshops, transport schedule, etc.
Name tags for participants, plenary session speakers, special guests, exhibitors (with
institution logo and name of the event, Mr / Ms, first name, last name, country of origin),
and in different colour for organizers (president, members of various committees,
technicians, etc.).
Labels with the name and country of the chairperson, of the speakers and workshop
moderators will be printed in time and placed before each session.
Throughout the event there must be an information desk for the participants (providing
information on workshops, participants, social programme, information on the city,
country, transportation, weather, medical aid, cultural and sports events, gift shops, etc.).
Responsibility can be delegated by subcontract to specialized firms: accommodation,
catering, transportation from the place of arrival to the hotel, to the venue, etc. In this case
the organizational costs will be considerably higher.