Project management
Logistics and planning
Meetx takes a holistic approach to the project’s logistics and planning.
There are many pieces that need to be in place before the puzzle is put together and from the offset we start with the frame first.
We help you establish a schedule and division of work, book premises, technology, catering and coordinate signage, decoration, conference materials and practical information for the participants. Of course, we make sure that everything is handled as cost-effectively as possible.
Meetx is by your side before, during and after the conference.
In order for the participant to have a pleasant conference experience, an important part is that the program feels clear and well thought out. Our experienced project managers know how to convey that feeling with simple and smart means. Every program item should get its fair share of attention, Meetx makes sure this happens when we help with the program structure.
Let us take care of the practical element so you can focus on the content!
Finance management and budget
Meetx can take care of the financial management of your project.
In consultation with you, we produce a budget and continuously track that budget during the course of the project. Keeping a regular check on the project’s finances is crucial to the outcome and decisions that have to be made along the way.
Our project managers possess considerable experience from a wide range of projects, and this enables us to advise you on budget work and ongoing financial management.We take care of supplier invoices, payroll, bookkeeping and VAT accounting, etc. and provide you as the client with regular reports and updates, thus ensuring complete transparency in matters concerning the project’s accounts. We produce a financial statement at the end of the project once all income and expenses have been settled.
In the section on delegate management and registration , you can find out more about how we can help with registration fees.
Speaker Management
We assist you in booking speakers and keynote speakers early in the process to enable the creation, publication, and promotion of the meeting program. As the organizer, you know your audience, have in-depth knowledge of your specific field, and understand which speakers and keynote presenters will attract participants.
As your partner, we provide support with extensive expertise and experience to lead and coordinate the process effectively and productively, working closely with you as the organizer and with the speakers.
Social program
Most conferences include a welcome reception, conference dinner and/or other social events. Meetx has considerable experience of putting together a suitable social programme for conferences. We heed your wishes and draw on our own experience and that of our partners when it comes to identifying a suitable venue, theme, menu, entertainment, etc., thereby delivering a complete experience for your guests.
Having agreed a budget, we negotiate with suppliers and book venues, entertainment, catering and transport. We have numerous partners who we know to be skilled at organising social events, and we can be on site to ensure that the programme runs smoothly.
We can also help to arrange excursions and other similar social outings.
Digital Events
Making your conference fully or partially digital can feel overwhelming for you as organizers, but with Meetx project managers by your side, you can feel confident and secure. Our project managers provide support and guidance on everything from the necessary technical equipment to selecting the best-suited streaming platform for your conference.
We have extensive experience in ensuring all aspects of a digital event are properly managed and work closely with skilled suppliers who can broadcast your conference seamlessly.
Sustainability
Meetx is committed to sustainability and strives to make every conference as sustainable as possible. We continuously educate our staff on sustainability to provide our clients with guidance and consultation, enabling well-informed decisions in every project.
There are numerous choices linked to conferences that significantly impact their sustainability.
How much plastic is consumed? Is the conference gender-equal?
How do participants travel to and during the conference?
Meetx project managers act as guides to ensure that the most sustainable options are chosen for your conference. We collaborate with suppliers who are environmentally certified and offer products that are both eco-friendly and sustainable, produced in an ethically responsible manner.