Congress

The Bid Process

In cooperation with Wonderful Copenhagen we can assist in creating a professional bid with relevant information regarding the congress, budget, the social programme and facilities in the area.

This service is free of charge.

BDP Reg.

BDP Reg. is integrated in the online platform, as described in the section BDP Online. The participant registration is divided into sections to ensure clarity and correct data collection. The section below is an excerpt of the services the system offers. All services can be combined.

Registration:

• Countless categories with or without payment, privileges and data requirements.
• Group registration, discount codes and regulations function.
• Protected access with password or direct link possible.
• Possible to pre­upload participant data and handle individual participants’ data.

Personal Data:

• Name, address, business information, etc.
• Text boxes for CV, BIO, etc.
• Upload documents (.pdf, .jpg, .doc, etc.).

Extra Services:

• Symposiums and other academic events with or without payment.
• Receptions, dinners, trips and other social events with or without payment.
• Merchandise and other product orders with or without payment.

Hotel reservation

BDP cooperates with all hotels and always strives to obtain the best conditions of purchase. Over the years we have achieved lucrative cancellation and price conditions with a range of Preferred Hotel Partners, beneficial to hosts. In cooperation with the host, BDP selects hotels which complement the participants’ expectations of standard, location and price.

Transport & logistics:

• Information about flight arrivals and departures
• Shuttle service handling and/or limousine to/from the airport and/or hotels

BDP Schedule

Conference programme administration:

The program is set up through BDP Online and this can either be done by the scientific committee or by us. Once the program is set up and contains information such as locations, descriptions, time schedules and so on, the presentations, the name of the speakers and their bio can be downloaded from BDP Survey and BDP Reg.

BDP Mobile App

An app eliminates the need for most printed material, which often is connected with high production costs while being outdated the minute it is printed. BDP Mobile has been developed with the end­consumer in mind; this makes it highly user­friendly. The app has many features, including:

• Real­time data synchronizing with agenda and registration data
• Transfer of participant and speaker lists.
• Automatic implementation of the content submitted to BDP Reg., BDP Select, BDP Social and BDP Survey.
• Direct access to social media.
• Compatible with all browsers, tablets and mobile devices.

Consultancy and Project Management

Planning and executing a congress or conference requires insight and overview. Solutions suitable for one conference may not be appropriate for another. Through consultancy and project management, BDP plans and executes the event, navigating through known as well as unknown challenges and pitfalls.

Project management includes project planning, financial management, action plans, supplier coordination, resource and meeting management. Our team is trained to handle all aspects of project management and has one goal: to perform with utmost professionalism in the execution of your event.

Examples of consultancy may regard VAT, accounting, legislation, planning and logistics. BDP cooperates with selected external partners, each specializing in individual fields. This is to guarantee up­to­date and validated knowledge at any given time.

Selecting the venue: Our experience and expertise within the field provides us with a large network, and thus the ability to offer different and creative solutions suitable for your event.

Budget: This is the most important tool in planning. BDP develops a detailed operational budget which includes all fixed and variable expenses as well as all expected income. The operational budget will be followed by a cash budget, giving you a complete overview of dates of payment and financing needs.

Pre­financing: There will typically be payments due for e.g. the venue, prior to having received payments from participants; in the case that the host is unable to cover the expenses at the given time, BDP can pre-finance these costs upon agreement.

Social events: The social events, ranging from small receptions to large, glamourous gala dinners play an important role at most conferences, congresses and meetings. It is often here network and bonds among participants are strengthened.

BDP is in charge of the entire task: identifying the ideal venue, project and budget management, suppliers, ground staff placing and execution of the event.

Suppliers: BDP has established a solid network of suppliers for all types of products and services. The suppliers are carefully selected with the following parameters in mind: reliability, quality, flexibility, cooperation and price. If you have preferred suppliers, BDP cooperates with them.

BDP Home

A well­ structured website is still the most efficient communication platform prior to executing a conference or congress. BDP has solid experience in administrating websites – everything from simple websites to the more complex versions. Our website template is integrated in the platform which manages our other online services. This guarantees instant and automatic updating when changes are made. Furthermore, BDP Home offers “private” subpages, with information only accessible for participants and members.

BDP Home allows you to integrate multiple social media platforms (LinkedIn, Facebook, Twitter and Add This) in your website. This way you may benefit from viral marketing on social media.

BDP Social

MatchMaking:

It is a well­known fact that time is an expensive and limited resource. The participants at a conference or congress wish to maximize their return on investment when attending a conference. A success is not just to attend the right presentation, but also to meet the right person, sponsor or exhibitor. So how does one find the right contacts among the many hundreds of participants?

BDP Social gives the participants the opportunity to safely and privately connect with other participants and organizations prior to arrival. Through keywords and BIOs, the participants are able to request meetings.

BDP Survey

Involving participants is about more than just sending the participants a questionnaire after the event. To meet the participants’ expectations, it is far more important to involve them before and during the event. This way, the organizer is able to make decisions to meet the participants’ expectations in the best possible way. BDP Survey is an online tool that can be used in the following ways:

• Collecting feedback/opinions prior to the event for more efficient planning • Measure the interest for any given topic.
• Make and carry out polls.
• Examine the participants’ level of satisfaction in terms of speakers,topics etc.
• General evaluation of the event.

BDP Online

We use one of the most innovative, intuitive and flexible IT platforms on the market. Our system accommodates the most sophisticated needs, while minimizing resources. The platform’s simple elements are fully integrated with one another on all levels, guaranteeing that any changes made will be implemented immediately in corresponding features. The platform consists of the following features:

BDP Reg. (Participant Registration)

BDP Home (Website with integrated social media functions)

BDP Select (Abstract handling, evaluation and collection of presentations)

BDP Schedule (Conference Programme Administration)

BDP Social (MatchMaking)

BDP Booth (Exhibition administration incl. online reservation of booths)

BDP Mobile App (App)

BDP Survey (Participant analysis)

BDP Select

Abstract handling, evaluation and collection of presentations:

The academic program, planned and coordinated by the scientific committee, is the core of all conferences and congresses. Participating at a conference or congress often requires submitting an abstract. Accessibility and user­friendliness can be crucial for the number of abstracts submitted, as well as for handling of the abstracts efficiently. When the submitted abstracts have been evaluated, the platform can be reopened for the authors to upload presentation. This way everything is organized and ready (see BDP Schedule).

BDP Booth

Exhibitor administration including online reservation of booths:

In cooperation with the organizer, BDP assists in selling booths, sponsorships and commercial partnerships. Upon agreement with the organizer, we create exhibitor and sponsor packages which include visibility, involvement in the event etc.

BDP Booth is a visual exhibition plan which makes it easier to sell booths as well as table tops. The module can also be used to visualize which exhibitors will be represented at the conference or congress.It affords additional sales of logos, colors and descriptions. An identical graphic plan is available for participants, ensuring efficient and correct information.

BDP Member

We can manage the member subscriptions for organizations and scientific associations through BDP Reg. This includes collecting membership payments (quarterly, half­yearly or yearly), registry of new members, distribution of newsletters, management of documents in relation to board meetings, audit etc. This can be set up with the associations’ website, allowing members access to their membership profile any time.

We furthermore handle and maintain the associations’ websites, manage the associations’ meeting activities(project management) as well as participant registration and payment.