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The Company
GeTS Conferences present itself as a leading Travel and Event
Management Company, provides end-to-end travel solutions and
services, and help organize all types of conferences at local,
national and international levels. We in GeTS offer clients
comprehensive travel management programs focused on their
unique requirements, assuring high quality and cost-effective
approach in managing events and conferences.
Our annual turnover is around Rs. 100 Cr.
About 85 well-experienced travel professionals are in service
at GeTS in Delhi and in its Hyderabad and Mumbai
branches. Plans to set up branches in the remaining metros are
in the progress. We are recognized by various leading
international and domestic airlines like KLM, British Airways,
Lufthansa, Ethiopian Airlines, South African Airways and Jet
Airways to name a few of our achievements. Some of our
selected clients include Educational Consultants India Ltd.,
Energizer Group, Hewitt Associates, Korn/Ferry International,
International Electron Devices Ltd., Indian Sugar &
General Engg. Co., Modi Korea telecom Ltd., Radico Khaitan
Ltd., Silicon Graphics India Ltd., Vintron Groups of
Companies, Samtel Group of companies, Asahi India Safety
Glasses Ltd., Grasim, Super Cassette Industries Ltd., and ABN
AMRO Bank.
GeTSs achievements as a conference
management service provider could be best described with
reference to its recent success on APASL(Asian Pacific
Association for the Study of the Liver) Meet, Dec. 04, New
Delhi one of the premier liver association in the world.
The various tasks handled by our experienced
team in this conference includedSponsorship, promotion,
generation of funds for APASL, Conference secretariat work,
venue arrangement, accommodation, transportation, travel, pre
& post conference tours, website promotion, special
cultural, musical and fashion shows, abstract collection,
airport reception, foreign exchange on arrival, designing
layouts and printing of conference posters and banners,
brochures etc.
It is the presence of a professional,
comprehensive and affordable management team that determines
the success of a conference. We in GeTS nourish and
nurture this very important requirement and work to help
organizers meet their specific goals.
Based on our
expertise we offer the following client oriented services for
smooth and efficient running of conferences.
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Our
Services
Planning the Conference
Consulting and advising the Conference
chair and committees through both individual interaction and
committee meeting.
Help develop a detailed plan for
implementation of services and activities required throughout
the conference.
Research and negotiate specific contracts
for the conference, and provide staff assistance to the
conference chair and committee in handling various conference
programs.
Find the perfect conference sites at best
possible venue rates.
Compiling and updating budget with the
committee and conference chair.
Provide assistance in accounting prior to
and during the event and make arrangements for auditing of
final accounts.
Help find out the right speaker to kick off
the event and determine the speakers on site
requirements.
Secretariat
Provide a fully equipped and professionally
run conference secretariat for registration, marketing,
updating and keeping track of all the important activities of
the conference including budgeting, online presence,
promotion, planning, sponsorships, exhibition, manning the
airport for reception, hotel booking, transportation etc.
All correspondence and enquiries of the
conference will take place under the control and guidance of
the secretariat in full coordination with the conference chair
and committee members
Venue and contract negotiation
Select an appropriate venue for the conference
and inspect the site in person.
Identify features and services that
selected sites will require to support the meeting, including
accessibility features, transportation, etc.
Collect and prepare conference information
outlining meeting space requirements, catering needs and
conference history. Research meeting, hotel and event
facilities.
Contract negotiations for meeting
facilities, hotels and other venues deemed necessary in the
meet.
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Promotion and Marketing
Determine target audience for the
conference.
Provide assistance in designing and
implementing effective strategies for the promotion and
marketing of the conference including email marketing,
telemarketing, online event registration, pre and post-event
communication.
Maintain customized mailing and marketing
database of the event under the control of an experienced
staff.
Make adequate arrangement for design,
printing and mailing brochures and other important promotional
materials.
Prepare advertisements for publication in
appropriate journals, magazines and websites.
On-line web services
Prepare and design a home page for the
conference.
Develop website-featuring details of the
event including on-line registration with credit card
transactions, submission of papers, queries, visa assistance
and other technical program information.
An independent technical team specialized
in website maintenance, content development and updating of
site will look after the conference site 24 hrs a day.
Abstract Collection and Customized Database
Management
Prepare abstracts forms and make it
available through web. Produce various reports for author
correspondence.
Receive and keep track of abstracts and other paper
submissions for the conference.
Provide data entry and manage paper databases of all the
activities of the conference.
Prepare technical paper or session lists, author index,
table of contents as and when required during the event
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Transportation and Hotel Booking
§ Arrangements for hotels and lodging requirements both for
groups and individual during the conference.
§ Negotiate for reduce group guest room rates and research
for other low cost alternatives and meal services.
§ Plan adequate arrangements for transportation like
airport pick up facility and shuttle services from hotels to
venue and venue to hotels as per requirements.
Audio
Visual & Technical Coordination
Audio visual & technical presentations
are an important part of a modern day conference. It decides
the fate of a conference and helps meet the specific goal of
the organizers. So whether its a scientific conference,
business meet, industrial seminars or any event under the sun
a good and up-to-date audio visual & technical
infrastructure is inevitable. Keeping this view in mind we lay
special emphasis on this core sector by
Determining appropriate audio visual requirements for the
conference and provides latest of equipments including
efficient technicians and operators.
Coordinate with technical program
representatives and plan to facilitate individual speakers
request.
Research and plan for Internet access,
needful computer usage and video conferencing system including
projectors, VHS video player and monitor, flipchart stand,
good sound system and microphones, cassette & video
recorder etc.
Offer on site administrative requirements
like Xerox, fax and telephone facilities.
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Exhibition and Sponsorship
Plan and set budget for the exhibition
program with the committee members.
Select sites for exhibition and negotiate
rental fees, sponsor fees and benefits. Provide suitable means
for staging the conference exhibition.
Help gain sufficient support and interest
from all those who attend the meet so as to make the
exhibition worthwhile.
Negotiate with related companies for
sponsorship prior to the conference.
Produce promotional materials including
exhibition prospectus, floor plan and contract.
Provide adequate staff liaison to assist
exhibitors throughout the conference
Speakers & Faculty
Contract workshop or tutorial presenters
and speakers for the conference and outline expectations,
responsibilities and fee structures.
Gather speakers backgrounds and other necessary details
including titles of talks and lectures for the conference.
Confirm final program arrangements including travel,
hand-out materials, audiovisual equipment requirements.
Conference Proceedings, Preparation and
Production
Coordinate the design, indexing,
pre-production, printing and publication of conference
proceedings in close cooperation with the conference
committee.
Prepare and produce conference proceedings
in CD format to distribute to the delegates if required. The
CD of proceedings will capture major issue areas addressed at
the conference by the invited speakers.
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Registration Services & Poster Session
Registration of delegates, speakers,
accompanying persons, correspondence with participants,
setting up computerized mailing lists for all participants,
handling confirmations and invoices for registration,
compilation of conference documentation and folder, name
badges, issuing conference documentation.
Provision of final list of participants in
an agreed machine-readable format.
Maintain registration database and accept
and process registration forms and fees through Internet.
Regular intimation about enrollment reports
to the committee.
Assist the committee in organizations of
poster sessions by designing poster layout and preparing
instructions and information for poster presentations.
Research and select adequate space for
poster presentation.
Determine poster board specifications and
select poster board provider.
Provide assistant in the organization of
poster session.
Pre & Post
Conference Tours
Planning of tour programs in and around the
conference site. (Arrangements are also possible for touring
other important destinations as per requirements. Whether its
a historical tour, nature tour, wildlife, beaches or hill
stations, we can arrange your every travel requirement)
Provide onsite tour booking booth for
helping the participants.
Social Events
Special programs like art and culture show,
music and drama, fashion etc performed by famous personalities
can be arranged as per requirement during the conference.
Determine food and beverage requirements;
negotiate menus and prices.
Research and select venues for off-site
events if required by the committee.
GeTSs careful and selective approach
in organizing event and assistance to achieve its specific
goal has earned great appreciation from various committee
members including participants from different parts of the
world. Now our enthusiast and fully equipped professional
team, is ready to offer its best in managing conferences at
all levels while leaving the organizers free to concentrate on
their technical work.
Other Assignments
Airport Build & Supply Exhibition & Conference,
Feb. (16 17), 2005, New Delhi.
Sintex Industries Ltd.
Meet 2004 (Mauritius)
Cadilla Healthcare Ltd. Meet (Dubai)
Why GeTS?
All travel services under one roof:
International and Domestic Air Ticketing. Rail reservation,
Hotel Reservation, Foreign Exchange, Travel documentation,
etc.
Special rates for hotels all over
the country & abroad
Arranging Conferences, Technical meets and
seminars in India & Abroad.
Use of latest technology in reservation
such as Amadeus, Galileo and computerized accounting
procedures.
Turnover over Rs. 100 Crores (USD 22
Million)
Over 100 professionals comprise the
GeTS Family in Delhi and its branches in Hyderabad and
Mumbai.
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