Site Selection

Whether you’re planning your organization’s annual conference or your dream destination wedding, choosing the right location plays an important role in the outcome of your event. At Conferex, we work with you one-on-one to find the perfect locale to suit your unique needs. Then we use our extensive network to capitalize on everything that site has to offer to make your event a success.

We specialize in planning events in Greece, which was named one of National Geographic Traveler magazine’s 20 best places in the world to visit. We can help you select a world-class location for your world-class event.

Our comprehensive site selection services include:

  • Finding conference locations and hotels that fit with your unique needs
  • Providing you with materials and information about each site
  • Outlining the pros and cons of each site
  • Researching and negotiating rates and availability by leveraging existing relationships
  • Arranging site visits for you, and accompanying you on those visits, if desired
  • Reviewing all contracts and proposals with you
  • Booking the site for you

Registration & Housing Services

Conferex makes registering and booking hotels easy for both you and your attendees. We offer registration and housing services for groups from 40 to 2,000 people. Our convenient and easy-to-use registration process includes the following services:

  • Registration via web, e-mail, fax or phone using an e-fileable format registration form or custom registration website
  • Payment processing via credit card, check, wire transfer or cash
  • Registration systems that supply online reports that are easily downloadable into Excel files

We'll also handle coordination and communication with your selected hotel. We can even manage housing services for multiple hotels if you want to offer more than one option for your guests. Our housing services capabilities include: 

  • Creating rooming lists for the hotel and conference organizer
  • Managing arrival/departure times and affiliated transportation
  • Accommodating special housing requirements for guests

International Meetings

Have the differences in currency, languages or time zones been holding you back from planning an event outside the U.S.? If so, put those worries aside and let us navigate the intricacies of hosting an international event for you.

Utilizing our vast network of resources both in the U.S. and on the ground in Greece, we can easily address common international meeting concerns, including but not limited to:

  • Shipping materials through customs
  • Currency conversion
  • Business etiquette
  • Unfamiliar customs
  • Language barriers
  • Accommodating travelers from different time zones
  • Menu selections, including dietary restrictions

Online Conference Web Services

We can help streamline your conference by taking the paper out of the process. Let our tech-savvy team create a robust website customized for your event. Your automated, feature-rich site will make managing registrations, abstracts and FAQs easier than ever. Our online conference services include:

  • Designing a custom website for your event
  • Handling online conference registration, including hotel reservations
  • Facilitating online abstract submission, sharing, reviewing and scoring
  • Creating online surveys and sharing results with you and your speakers
  • Providing feedback forms for attendees
  • Allowing for conference connectivity on iPhone and Android devices

Online Registration

Our online registration services can be adapted to events large and small. You tell us what information you want to capture from attendees, and we’ll customize the registration process for you. 

With our online registration process, you can:

  • Collect payments instantly and easily
  • Allow attendees to add on “extras” not included in the main registration fee, like parties and excursions
  • Enable social sharing tools that allow attendees to invite friends to register
  • Manage registration of members vs. nonmembers of your organization
  • Manage registration of groups vs. individuals
  • Update directories of attendees on the fly
  • Manage FAQs

Secure Payment Handling

Your guests want to feel comfortable sharing their personal and financial information with you. With our secure payment handling system, we offer peace of mind that payments will be processed securely and confidentially. 

Not only that, we provide a full suite of flexible options so you can customize your registration and payment processing to tailor fit your event. 

We want to make registration hassle-free for both you and your customers — and help set the right tone for your event. Here’s what you’ll get when you work with us:

With Our Secure Online Payment Process You Can:

  • Set up secure, automated payments and refunds and safely process fees using a Payment Card Industry-compliant toolset
  • Accept payments from every major credit card in conjunction with our commerce partner,
  • Process payments in international currencies

With Our Flexible Payment Options You Can:

  • Collect registration payments and other important transactions via secure mobile payments
  • Allow registrants to pay via credit card, check, wire transfer or purchase order, and input check or purchase order numbers or upload the purchase order
  • Offer early bird deadlines and discounts for registrations
  • Establish an automated refund structure based upon the date a registration is cancelled
  • Set up dynamic registration prices based on the type of registrant (member, non-member, group, client, prospect, student, alumni, past attendee, etc.)
  • Offer group registration options with volume discounts
  • Distribute pricing coupons to select registrants and establish how many times the coupons can be shared/used and when they expire
  • Customize prices for individual sessions or activities 
  • Access tools that allow you to make order and payment adjustments on the fly
  • Enable registrants to make a donation in the amount of their choice
  • Show options to purchase add-on items such as shirts and books 

While you’re busy preparing for your event, we’ll be busy protecting your valuable information.

Abstract Submission/Handling

Collecting, compiling and distributing abstracts can be a time-consuming process for any event. We can manage abstracts from start to finish so you can focus on other details. Our abstract submission and handling capabilities include:

  • Online abstract submission so content comes straight to us
  • Microsoft Word templates and/or PDF e-fileable forms
  • Customizable abstract formats
  • E-mail acknowledgment and correspondence to abstract authors
  • Abstract processing, editing and compilation
  • Abstract scoring and reviewing by reviewers/organizers
  • Printing services for abstract books, forms, envelopes and more

Conference/Exhibition Management

At Conferex, we can assist you with your entire event—or just a portion. We tailor our services to meet your unique needs. We have 15 years of experience coordinating conferences and exhibitions for group sizes ranging from 40 to 2,000. We can expertly handle a spectrum of customized services including, but not limited to:

  • Registration
  • Printing
  • Database Maintenance
  • Hotel Contracts: Meeting Rooms and Sleeping Rooms
  • Food and Beverage
  • Transportation: Airfare and Ground
  • Audiovisual
  • Entertainment, Music and Performances
  • Speaker Selection, Travel and On-Site Assistance
  • Abstract Collection and Distribution
  • On-Site contact with all departments and vendors
  • Post-Event Analysis and Communication
  • Fundraising and communication with sponsors
  • Gift packages for speakers and participants

Destination Management

Our assistance doesn’t end once we’ve planned your event and registered your guests. We work hand-in-hand with you on the ground at your event location to make sure your plans are executed flawlessly. Whether you’re hosting an event in the U.S. or Greece, our on-site management services include:

  • Registration Desk Staffing
  • Ground Transportation
  • Satellite Event Management
  • Meeting Space Oversight
  • Social Event Hosting
  • Vendor Coordination