RHYTHM EVENTS,AGRA offer you a heady mix of professionalism and creativity
RHYTHM EVENTS ,AGRA Conference is a convergence of individuals from similar or diverse professions for achieving a comman objective. Basically, it is ...
RHYTHM EVENTS ,AGRA
Conference is a convergence of individuals from similar or diverse professions for achieving a comman objective. Basically, it is platform that is utilized by the participants to share their experiences and also be aware of new emerging trends in their interest areas.
During the last one and half decades in the world all over, the concept of managing a conference professionally has emerged as an independent and dynamic industry and a new discipline emerged in the service industry now known as the Professional Event Organizers (PEOs). However the conference market has been dominated by unprofessional people or travel agents.
After researching on conference market we realized that market has need a group of Professional Conference Organizers. To fill up the gap of PEOs Therefore some professionals made a group by the name of RHYTHM EVENTS i. e. Everything has rhythm with a clear and focus objective for providing quality and holistic package of services as a Professional Events Organizers (PEOs).
SERVICES OFFERED BY RHYTHM EVENTS:
Our role is to ensure that your conference is designed, organized, planned, and conducted professionally, with the highest level of educational integrity. In a sense, we will be your production managers, helping you shape the congress by assisting with instructional design; developing and monitoring the budget; assisting in the registration and program implementation; and contributing to facility usage, technology, publications, and conferee amenities. In partnership with you, we will concentrate our efforts on advisory, consultation, coordination and management responsibilities while allowing you to place your time and effort in areas related to your responsibilities.
Our congress team will walk you through the entire planning process and provide guidance from the initial planning meeting to the summarizing of program evaluations. We will explain all the details of the conferencing process including program design, timelines, scheduling, financial issues such as budgeting and pricing, marketing, and hospitality options. Planning time varies considerably depending upon the program demands and complexities and can take several months to a year or two. In addition, we will help identify your responsibilities during the process and will provide time guidelines tailored to your event once the program parameters are known.
1. CONFERENCESECRETARIAT :
The first step would be to establish a conference secretariat where the following functions would be carried out:
a)Communication through email / Fax / Phone with prospective delegates, exhibitors, invited guests and speakers.
b)Content development, drafting, designing and layouts of announcement brochures, call for papers etc.
c)Maintaining DATABASE using our own customized software.
d)Coordination with Nodal ministry for permissions, with ITPO for the exhibition clearance, permissions and clearances from civic and administrative bodies for various activities.
e)Maintaining a distinctive file system for identification of respective files.
f)Appropriate filing of all correspondence for easy retrieval of information.
g)Database of abstract submission, registration and payments
h)Answering the queries.
i)Collect all dues.
2. SOFTWARE INTEGRATION WITH CONFERENCE WEBSITE:
To facilitate participating delegates, speakers, exhibitors and the organizing committee, we will use our customized software for online registration, Payment and paper submission. Besides being user-friendly, through these system tools, RHYTHM EVENTS generates reports on real time basis.
3. PRINT MATERIALS
RHYTHM EVENTS will undertake the responsibility of designing and printing of all materials like:
•Announcement and Trade Brochures
•Main Schedule, proceedings and CD’s
•Certificates, Coupons for Meals and Kit Delivery
•Invitation Cards, Delegate Badges
RHYTHM EVENTS will assist in mailing print materials through normal postage or courier the print materials as per the database provided by the Organizers.
•Announcement and Trade Brochures
•Inaugural Ceremony Invitation Cards
•Social Evening Invitation cards
5. DELEGATE KIT:
We will arrange to supply the best quality delegate kit as per the choice of the Organizer within the stipulated budget head.
One of the ideal way to express or be thankful to the people who have taken out their valuable time out of their busy schedule to attend and to support the same. As per the choice of the organizer, We will assist in identifying and supplying traditional ethnic mementos for the attending delegates.
7. AUDIO VISUAL ARRANGEMENTS:
We will arrange to install audiovisual equipment on hire basis for the smooth conduct of all the sessions. The detailed list of the equipments and quantities would be decided as per the conference program and venue.
8. CONFERENCE SIGNAGE AND AMBIENCE :
We will identify appropriate signage spots and accordingly prepare the designs for approval of quantity and quality from the Organizing Committee. On approval, We can supply the signage on cost basis.
These signages will then be installed at the various pre-identified strategic locations for identification of various locations and activities and creating a hype of the Conference.
9. SOCIAL AND CULTURAL EVENINGS :
We will render before the organizing committee various options for selection of venue, menu and theme for cultural activity planned during the Conference. Transport requirements to transfer delegates will also be advised and coordinated.
10. ACCOMPANYING PERSON PROGRAMME:
RHYTHM EVENTS will render before the organizing committee various options for activities to engage the accompanying spouse of registered delegates, exhibitors and invited guests.
11. SET UP OF THE MEETING HALLS:
We understands that this prestigious conference will have inaugural, plenary, and valedictory sessions. A few parallel sessions would also be held. These sessions may have to be designed keeping in mind VIP security protocol and a seating arrangement for all delegates.
In consultation with the organizing committee, RHYTHM EVENTS will design the hall layouts as per the available space and the mandatory guidelines for VVIP Security. The halls would be equipped with the necessary electrical and audiovisual requirements for smooth conduct of all sessions.
12. ONSITE REGISTRATION MANAGEMENT:
A day prior or the on the first day, RHYTHM EVENTS will set up the onsite registration counters in the registration area from where the delegates can pre register them selves and collect materials, thereby saving valuable time for sessions. In consultation with the Organising Committee, RHYTHM EVENTS will organize the registration process and will deploy professionally trained coordinators for smooth registration and also for other arrangements.
13. COORDINATION OF ALL OFFICIAL FUNCTIONS AND MEETINGS
RHYTHM EVENTS will coordinate all official functions and meetings of the Conference. RHYTHM EVENTS will arrange necessary inputs for the smooth conduct of all functions and meetings. Our responsibility will include coordination of meeting room / stage set up, decorations and supervisors.
14. COORDINATION OF ACTIVITIES IN ALL SCIENTIFIC HALLS:
RHYTHM EVENTS will coordinate all sessions of the Conference. RHYTHM EVENTS will coordinate necessary inputs from the venue and service providers for the smooth conduct of all scientific sessions. Our responsibilities include dais management, distribution of mementoes and certificates, and other assigned duties.
For memories and records of the event RHYTHM EVENTS deploy professional photographers to do this important task. The best electronic way is through advance video recording and photography. RHYTHM EVENTS will identify and deploy the best technician to cover entire duration or as per the organizers choice.
16. FOOD AND BEVERAGE SERVICES:
RHYTHM EVENTS will assist in planning, selection of menu, and proper service of food and beverage within the stipulated timing and count system.
17. ACCOMMODATION :
To facilitate participating delegates, speakers, exhibitors and the organizing committee RHYTHM EVENTS will identify all categories of accommodation for their convenient, comfortable and memorable stay during the Conference.
A list of all accommodation along with tariff and respective booking terms and conditions will be hosted through the conference website for online booking by prospective guests.
18. TRANSPORT SERVICES:
To maximize attendance and timely start of scientific sessions, RHYTHM EVENTS will arrange for shuttle transport using an efficient fleet of buses. These buses would ply to and fro between the hotels / guesthouses booked for the where sizable confirmed attending delegates would be lodged.
19. PRE & POST CONFERENCE TOURS:
India is a vast country, each city offering diverse cultures which have harmoniously coexisted since centuries. RHYTHM EVENTS will design various options of pre & post conference tours for the benefit of participating delegates. Conference delegates will thus have an opportunity to explore various places of their interest in adjoining and far flung areas.
20.DRAFTING THANK YOU LETTERS:
To show gratitude to the participating Faculty, Delegates, Exhibitors and Sponsors RHYTHM EVENTS will send thank you letters to all participants on behalf of the Organising Committee.
21.CLOSING THE SECRETARIAL OFFICE:
Post the conference, on a mutually agreed date, the secretariat will be closed and all records properly filed and indexed and suitably packed for future reference.
Events Organiser’s Name Dates No. of Delegates
Trauma Criticare 2006 Dr. B. K. Singh 8-10 September, 2006 1200
Theme Marriage Mr. Gupta, Patna 10, February, 2008 450
Mughal Theme Marriage Mr. Manu, Jaipur 25, February, 2008 1000
CME Dr. Vijay Singhal 15 March, 2008 70
String Band (Pakistan) Seagram 18 March, 2008 2000
CME Dr. Vijay Singhal 19 April, 2008 50
CME Dr. Vijay Singhal 23 June, 2008 100
CME Dr. Vijay Singhal 02 August, 2008 100
FTLS Inst. Course Dr. B. K. Singh 18 September, 2008 15
Recent Conference :
International Critical Care Congress & 15th Annual Conference of Indian Society of Critical Care Medicine of India (ISCCM) :