End to end conference services

Experience, market knowledge, a tested network.
Quality and value, within budget.

Research to final report. Give us the parts you dread, or all of it. One partner, accountable for everything.
We were delivering conferences long before we built software for them.
What we deliverResearchPlanningBudgetVenueContractsRegistrationAbstractsFacultyTravelHotelsSponsorsExhibitionOnsiteAVSecretariatReporting
50 to 2,000+delegates per event
4 regionsEurope, Americas, Asia, Middle East
1 partnerone contract, one team
The real cost

One partner.
Not a vendor for every service.

Venue, AV, travel, hotels, registration, abstracts, sponsors, print, streaming. Nine contracts, nine invoices, and every failure lands on one name: yours.

We take all nine. One contract. One person who answers you.
Who hands it to us: medical and scientific conferences · association and federation meetings · corporate conferences · local and international
How much you hand over

As much or as little. Decided again every year.

The groundwork

Where, with whom, on what terms.

Destination research, venue and vendor identification, and every contract negotiated before you commit. Nothing in the budget is a guess.

The delivery

Registration to final report.

Registration, abstracts, the travel desk, the secretariat, sponsors and the onsite days. Run by our team, on our own platform.

Everything, end to end

One contract. The whole conference.

The groundwork, the delivery, and the project management that holds them together. You hold the program. We hold the rest.

Our team manages it at every level. On the ground we work with partners we have used for years, under our management.
Everything we do

Service areas. Take one, take all eight.

Project management runs through all of them. One coordinator for your suppliers, your partners and your own team, from kick-off to close-out.
01

Research, planning and budget

The budget gets approved before anyone knows what it will really cost.
You approve the budget before a cent is spent, and we hold it to the close.
What we do
  • Audience and market research
  • City and country shortlist, flight connectivity checked
  • Venue search matched to your delegates, dates and budget
  • Full budget, forecast and cost model
  • Registration fees and package pricing
  • Timeline and milestone plan
  • Risk and contingency scenarios
02

Venue, vendors and contracts

You negotiate once a year, against people who negotiate every day.
Flexible terms agreed up front, so a change of plan is a conversation, not a cancellation fee.
What we do
  • Venue and vendor identification, worldwide
  • RFPs written and issued
  • Venue and hotel negotiation
  • Contract negotiation: cancellation and attrition terms
  • Room blocks and release dates
  • Payment schedules
03

Scientific program

The committee wants the science right. Nobody wants to chase three hundred abstracts.
Your committee reviews the science. We run everything around it.
What we do
  • Abstract submission portal, categories and deadlines
  • Reviewer assignment, scoring and blind review
  • Acceptance, revision and rejection letters
  • Session building and scheduling
  • Faculty invitations, confirmations and logistics
  • Speaker materials collected and chased
  • Poster and e-poster handling
  • Program published to web and PDF
04

Registration and the secretariat

Every unanswered delegate email lands in someone's inbox on your team.
One desk answers your delegates, so your staff can do their own jobs.
What we do
  • Registration site, categories and pricing rules
  • Group, sponsored and complimentary registrations
  • Secure online payment, settled to your account
  • Invoices, receipts and payment follow-up
  • Delegate support by email and phone
  • Confirmations, joining instructions and reminders
  • Certificates of attendance
  • Helpdesk before, during and after the event
05
IATA

Travel and accommodation

A connecting flight is lost at eleven at night on a Saturday. Who picks up?
A travel desk, not a ticket form. We hold the ticket, so we can fix the ticket.
What we do
  • Flight options and quotes for delegates, speakers and guests
  • Tickets issued in house
  • Changes, cancellations and reissues with no third party in the way
  • Group fares and airline negotiation
  • Hotel contracting and room block management
  • Airport, hotel and venue transfers
  • VIP and speaker handling
  • Dietary and accessibility arrangements
06

Sponsors and exhibition

Sponsorship is sold once and then chased for a year.
What was sold is what gets delivered, tracked to the last logo.
What we do
  • Sponsorship prospectus and package design
  • Sponsor and exhibitor onboarding and documentation
  • Booth allocation and floorplan management
  • Deliverables tracked against what was sold
  • Virtual exhibition setup
  • Invoicing and payment coordination
  • Onsite exhibitor support
07

Onsite and technical

On the day, your whole team is in the room and nobody is watching the stream.
Delivered with local partners we have used for years, managed by our own team.
What we do
  • Venue liaison and floorplan management
  • Check-in and badge printing
  • AV supplier management: stage, sound, lighting, projection
  • Technical rehearsals and the speaker ready room
  • Hybrid and streamed room setup
  • Local transport, transfers and hospitality desks
  • Social program and activities
  • Permits and local compliance
08

Reporting and close-out

The event ends and the numbers are scattered across nine suppliers.
You close the year knowing what it cost, what it earned and what to change.
What we do
  • Financial reconciliation against the approved budget
  • Attendance and engagement analytics
  • Sponsor and exhibitor reports
  • Abstract and program statistics
  • Delegate feedback collection
  • Recommendations for the next edition
Also delivered: conference branding and visual identity · website content upload · print production · presentation and speaker templates · digital and social assets.
“
eventblu has become a valued and seamless extension of our own team. From managing travel and accommodation for hundreds of delegates to handling last-minute changes with efficiency and professionalism, they have consistently made complex and demanding events easier to deliver.
Lily Cannon · Deputy Director, Thalassaemia International Federation
17 years.
Cancellation fees: zero.
Not waived on goodwill. Negotiated at the table, or designed out at the planning stage.
Our team onsite at a conference
Every Thalassaemia International Federation event since 2009, the same team. Every edition. Read the case study →
The platform

The conference runs on software we own.

No second vendor. No data stitched together at the end. And a delegate account that is still there for the next edition.

See the platform See it live: tifeducation.org
What it saves

The budget is built to be beaten.

Researchbuilds the budget line by line: every cost the event will carry, researched and estimated.
Planninglocks the rates and the terms before you commit.
Implementationworks to land below the budget, not just on it. Every line has its own way down.
UP TO30%OR MORE
Saved by organizations that hand us the full administration.
How it starts

Two ways to start.

Both begin with the numbers in writing.
Start with one conference, or part of one

Bring us the event. We bring back the numbers.

The whole conference, or only the parts you hand over. For a full event: venue options, accommodation and daily delegate rates, and our fees. For a part: the numbers for that part, and our fees. In writing, either way.

Appoint us as your conference organizer

Agree the fees once. Hand over each conference.

One agreement covers our fees as your long-term organizer. Every conference you assign gets the full cycle: research, budget, plan, deliver, report.

Platform prices are published in full. Everything else is quoted in writing, and nothing is committed without your approval.
See published platform pricing

Tell us what you are carrying.

We will tell you which parts we can take, and what it costs, before you commit to anything.

If your event is not one for us, you will hear it on the first call.
01 · THE CALLFifteen minutes on the parts you want to hand over.
→
02 · THE OFFERThe numbers for exactly what you hand over. In writing.
→
03 · THE DECISIONYours, with the numbers in front of you.
Talk to the team See platform pricing