Services

The professional focus and content of the program are determined by the organizer, professional guarantor or program committee. Based on their materials, BOS.org will prepare an organizational plan, coordinate individual services, and monitor follow-ups and deadlines.

Depending on the type and scope of the event, the service mainly includes:

• proposal of format, date, location and scope of services;
• organizational concept, schedule and division of responsibilities;
• budget preparation, its continuous updating and overview of income and expenses;
• coordination of the team, suppliers and continuity of individual services;
• continuous information to the organizer with supporting documents for decision or approval;
• handling organizational changes, ongoing budget control and coordination during preparations.

The professional focus, acceptance of contributions and the final form of the program are approved by the organizer, expert guarantor or program committee. BOS.org provides organizational, administrative and technical support for the entire process.

For managing active participation and the work of the program committee, we use our specialized online application.

Depending on the type and scope of the event, the service mainly includes:

• online registration of lectures, posters, abstracts and other professional materials;
• checking the completeness of applications, including communication with authors;
• making contributions available for expert assessment, including records of the program committee’s decisions;
• inclusion of approved contributions into individual days, halls, sections and program blocks;
• handing over the assessment results and further instructions to the authors;
• processing of materials for the website, program, program brochure, collection of abstracts and other outputs;
• administration of documents for accreditation or registration of educational events, including communication with relevant professional institutions.

We will set up the registration form according to the structure of the specific event. Participants can order registration and follow-up services in one place and get the necessary information before the event.

Depending on the type and scope of the event, the service mainly includes:

• registration of individuals and groups, including setting participation categories and fees;
• orders for courses, accommodation, meals, social programs and other services;
• management of personal and billing data, records of payments and related documents;
• monitoring capacities, changes and cancellations;
• confirmation emails, information messages and organizational support for participants;
• participant lists, exports and overviews of ordered services;
• documents for name tags, including data needed to check in participants on site.

We will set up partnership and exhibition options based on the nature of the event, space, and needs of the organizer. Based on the agreed scope, we will search for suitable companies and target them.

We are planning the accompanying exhibition so that it closely follows the movement of participants, refreshments, safety conditions and technical requirements.

Depending on the type and scope of the event, the service mainly includes:

• creation of partnership and exhibition offer materials;
• selection of suitable partners and exhibitors, including their active targeted outreach and communication;
• order and contract administration, invoicing and payment control;
• registration of company representatives and reservation of exhibition spaces;
• design of stand layouts, including coordination of operational and technical requirements;
• partner presentations including the identification of partners on the website and in event materials;
• organizational instructions for the installation and dismantling of exhibits, coordination with the venue and suppliers.

When choosing a venue, we assess the capacity and variability of the halls, the possibilities of a parallel program, the size of the foyer and exhibition areas, the availability of refreshments or accommodation, transport connections and financial conditions.

After booking, we discuss with the venue the arrangement of the space and operation so that everything corresponds to the program and the ordered services.

Depending on the type and scope of the event, the service mainly includes:

• finding and checking a suitable hotel, convention center or other space;
• negotiation of conditions and reservation of premises;
• design of the use of halls, foyers and exhibition areas;
• capacity and operational arrangements with regard to the number and movement of participants;
• layout of furniture and navigation signs;
• operational schedule for preparation, installation and handover of premises;
• coordination with the venue and its suppliers.

We will provide accommodation, catering and accompanying services for participants, speakers, important guests, partners and the organizational team. We monitor capacities and continuity with the professional program.

We will prepare a social or accompanying program according to the nature of the event, the venue and the composition of the participants.

Depending on the type and scope of the event, the service mainly includes:

• booking accommodation capacities, managing orders, occupancy, changes and cancellations;
• accommodation of participants, speakers, distinguished guests and other designated groups;
• coffee breaks, lunches, dinners and other refreshments including dietary requirements;
• social evenings and networking meetings;
• cultural program and professional or educational excursions;
• transportation and transfers related to the professional or accompanying program;
• coordination of providers of these services and their time connection to the event program.

We will make the professional program, registration, information on active participation, accommodation, catering, accompanying program and partnership available in one place. We will continuously update the content of the website and important dates.

We will prepare the text and graphic form of the materials from the approved documents. According to the agreed scope, we will ensure typesetting, proofreading, printing, production and delivery to the venue. The professional content of the program and proceedings is approved by the organizer, professional guarantor or program committee.

We send the necessary information to participants, speakers and partners at the right time. On working days, they can call our team members directly on the published phone numbers, not an automated line.

Depending on the type and scope of the event, the service mainly includes:

• website structure, processing of delivered content, linking registration and ongoing updates;
• publication of the program, information on active participation, accommodation, catering, documents for download and information for partners;
• organizational instructions for lecturers, information about changes and important deadlines;
• information emails, newsletters and personal telephone support on working days;
• graphic design and typesetting of invitations, programs, collections of abstracts or partner presentations;
• graphic materials for name tags, vouchers, tickets, certificates and confirmations;
• orientation materials to mark halls, registration desks and exhibition spaces;
• language and pre-press proofreading, preparation of documents, printing, production and delivery of materials within the agreed scope.

We will adapt the technical solution to the location, number and size of the halls, the professional program and the method of presentation. If necessary, we will conduct a technical inspection. We will then prepare a detailed specification and budget.

The technical presentation preparation room will allow speakers to submit, edit and check the current materials before using them in the meeting rooms.

Depending on the type and scope of the event, the service mainly includes:

• technical inspection, solution design, specification and budget;
• projection, presentation, sound, lighting and stage technology;
• presentation computers, screens, monitors, microphones, timer, internet connection and other necessary equipment;
• installation, testing, backup solutions and dismantling of equipment;
• professional technical staff and equipment operators in meeting rooms;
• technical preparation of presentations, including receipt, checking and delivery of materials to the halls;
• technical support for lecturers;
• online broadcast, recording, hybrid participation, interpretation or voting technology according to the requirements of the event.

Before the event begins, we will verify the readiness of the premises, workplaces, halls, technology, exhibition, catering, signage and materials. During the event, we coordinate the agreed services. We resolve any operational changes directly with the responsible suppliers.

After the event, we coordinate the closure of the workplaces, dismantling and handover of the premises.

Depending on the type and scope of the event, the service mainly includes:

• checking the readiness of premises, workplaces, materials and navigation markings;
• providing an organizational team and coordinating hostesses;
• registration, check-in, information service and attendance records;
• separate registration and organizational support for exhibitors;
• operation of cash desks for card and cash payments;
• organizational service in the halls, care for speakers, chairpersons and supervision of the program's timeline;
• coordination of the venue, technology, catering, exhibition, transport, accompanying program and other suppliers;
• continuous communication with the organizer and professional guarantor, including resolving operational changes;
• closing workplaces, coordinating dismantling and handing over the premises after the event.

Based on verified participation, we will prepare final lists, certificates and data for registration with professional chambers or other institutions. At the same time, we will close orders and invoicing. We will then submit the agreed financial and organizational outputs to the organizer.

Depending on the scope of cooperation, we will also evaluate feedback and prepare recommendations for the next year.

Depending on the type and scope of the event, the service mainly includes:

• checking actual participation, final lists, statistics and agreed exports;
• issuing and distributing certificates, confirmation of participation or active participation;
• submission or entry of data for recording credits or points according to the rules of the relevant professional institutions;
• closing orders, invoicing and checking supplier, partner and exhibition performance;
• final financial statement of the event including an overview of income, expenses, advances, receivables and payables;
• final reports for partners and exhibitors including photo documentation;
• evaluation of questionnaires and feedback, including recommendations for the next year;
• handing over the agreed outputs and final documentation to the organizer.