OUR GOAL IS YOUR SUCCESS!

CONGRESS ORGANISATION (PCO)

ONLINE AND HYBRID EVENTS

Company & Customer Care

OFFICE MANAGEMENT

Educational Service

Business Travel Service

CONGRESS ORGANISATION (PCO)

ONLINE AND HYBRID EVENTS

Company & Customer Care

OFFICE MANAGEMENT

Educational Service

Business Travel Service

CONGRESS ORGANISATION (PCO)

Personal, efficient and powerful all-round support for your project.

Whether hybrid, face-to-face or online – we organise medical congresses, specialist training courses and symposia for you – throughout Germany and Europe. From the initial cost calculation to participant registration and on-site support, we ensure that your event is a complete success.

Our range of services is based on a competent service, which is available to you at any time according to a modular system. All the services listed here can be selected either individually, customised to your needs, or as a complete package.

Financial planning

From the initial cost calculation to the detailed final accounts, we are at your side with our expertise. Our team ensures continuous budgeting and the separation of business areas for tax purposes and will be happy to advise you on all financial matters.

Benefit from our experienced handling of applications. We research, contact and apply for financial grants and certifications for your congress, e.g. from the Medical Association.

Our experts in the field of sponsorship and company acquisition will put your event on a solid financial footing. In consultation with you, we develop a customised sponsorship concept and take care of the preparation of industry documents, acquisition and potential contract negotiations. As a core element, the industrial exhibition for your congress is planned in detail, company symposia are integrated into the scientific programme, individual requirements are implemented and on-site support is provided by our experienced team.

We are happy to take care of all aspects of congress marketing for you – online and offline. On request, we can create and maintain your customised website. All information and news up to the final programme will be made available to participants online. In offline marketing, we develop a corporate design according to your ideas and then take over the creation of all print media. A successful event also includes solid press work. We see ourselves as your versatile partner in the field of public relations.

We are happy to take over the complete abstract management for you via our online system. Take the pressure off yourself and your secretariat and leave the preparation of a customised online abstract procedure, password-protected post-editing, generation of the abstract volume for print and online media and much more to us.

Put the personal and individual support of your guests in our experienced hands. We will take care of every step of the registration process for you, from application and registration to booking the participation fee. We are always available by telephone for queries and subsequent bookings. By regularly compiling up-to-date participant lists, statistical analyses and correct tax accounting, you always maintain an overview.

With our hotel and travel service, we are the comprehensive point of contact for your guests for all aspects of your event. We select accommodation from our wide range of hotels according to your specifications. Of course, we then take care of the price negotiations and the administration of the booked contingents.

Round off your congress with a successful supporting programme and make your event a lasting memory. Whether it’s a social evening, opening or closing event, cultural programme or specialist tours – we are happy to support you with innovative ideas and years of experience.

We support you on site during your event, acting with commitment and flexibility every minute of the way. Logistical matters such as organising the event technology, equipping and signposting the conference rooms and organising the catering are just as much a part of our service portfolio as efficient staff deployment planning and personal guest care. Our experienced team will oversee the entire organisation of your event to ensure that it is a complete success.

ONLINE AND HYBRID EVENTS

Here, too, we are your companion.

Digitalisation is in full swing!
We go with you and stay on track with you!

Online or hybrid events are new narrative strands of the same story!
Our trained employees will develop the right StoryBook/concept for you,
to tell your story in a new way.

Thanks to the possibilities of digitalisation, there are no limits to new, unique event
implementations. No limits are set.

Your advantage: You get everything from a single source and have a reliable, creative partner at your side who transforms your event content into infotainment!

Consultancy and conception

Your story is told anew online! Hybrid adds another narrative thread!

A physical space is not required or supplemented by a virtual space! We set up a digital presence as a streaming platform for your event, customised to your needs. From the graphic design to the integration of networking tools, virtual exhibition stands, media libraries and interaction via chats, Q&A, voting or learning success checks, we offer customised support.

As usual, we will be happy to take care of all steps of the registration process for you, from registration to booking the participation fee. We are available by telephone at any time for queries and subsequent bookings.

Our experts in the field of sponsorship and company acquisition will also put your event on a solid financial footing virtually or hybrid. In close consultation with your digital marketing team, we will create a digital presence for your event.

The aspects of online marketing have different preferences than in person. On request, we can create and maintain your customised platform presence. All information and news up to the final programme can be made available to participants quickly online. We see ourselves as your versatile partner in the area of public relations.

It is also important to have suitable data to analyse online or hybrid. We provide you with analyses, statistics and reports to evaluate your virtual reach. Whether it’s the number of participants in meetings, the length of time visitors spend at virtual trade fair stands or simply registration figures, we will be happy to create the necessary reports for you.

We provide you with virtual and/or on-site support during your event, acting with commitment and flexibility every minute of the way. Arrangements, virtual rehearsals and support for online speakers are all part of our virtual range of services.

Company & Customer Care

All-round support for corporate customers.

Our specialists in the Company & Customer Care department take care of the needs of our corporate clients. Our corporate partners are advised by our expert team in the area of healthcare compliance, supported in the area of administration and speaker management and assisted with travel planning to congresses in advance and on site. On request, company-exclusive and general training events can also be planned individually according to your specifications. The integrated hotel service is happy to process individual room enquiries and take care of the booking process.

Healthcare compliance

The legal situation in healthcare law is constantly changing and requires continuous further training. Our expert team is always up to date with the latest knowledge and is happy to support you in complying with national and international association guidelines as well as specific company guidelines. Chronological documentation of the individual work steps is a matter of course for us and guarantees you the greatest possible transparency.

Administrative tasks for an upcoming event are time-consuming and difficult to integrate into everyday operations. Free up your time for scientific programme planning and leave the registration of participants to us. We are happy to take over the creation and dispatch of invitation letters and employer authorisations, telephone customer support in the event of queries, the dispatch of confirmations including all relevant data and the continuous updating of your list of participants. We offer you comprehensive support based on your company guidelines and responsible use of your administrative documents for smooth event documentation.

No teachers, no students. That’s why we are happy to take on the challenging task of handling contracts with your instructors on request. We use your contract templates responsibly and send out the contract documents on your behalf. We are of course available to answer any queries you may have by telephone.

Are you attending a congress or training event with your team? With years of experience and constant motivation, we will be happy to assist you with your planning in advance and on site. We take care of all aspects relating to accommodation, transfers, evening arrangements and congress registration. We select the right hotel for you from our wide range of hotels and then manage the available contingents. We will organise transfers to ensure that your employees and customers reach their destination quickly and comfortably. Would you like to round off your congress visit with a successful evening event? We will support you with the planning, restaurant research and booking so that your company evening is a complete success. We will also be happy to accompany you on your trip so that we can provide you with competent support on site. After the event, you will receive a detailed and transparent invoice from us.

Whether company-exclusive or general training – you focus on the content and we concentrate on your logistical needs. According to your ideas and wishes, we select a venue, book hotel contingents, organise the event technology and catering. We are also happy to look after you on site and monitor the entire event process. To ensure the greatest possible transparency for you, the project is subject to constant budget control and concludes with a detailed invoice.

Are you travelling to a congress and need central accommodation? We process individual room enquiries, book hotel contingents worldwide and always pay attention to the current healthcare compliance guidelines as well as a central location as close as possible to the congress venue. Let our experienced team advise you.

OFFICE MANAGEMENT

Successfully managing the office of a company or association requires many time-consuming administrative tasks. Integrating these essential activities into the daily routine often leads to delays in the realisation of key company objectives. Concentrate on the scientific and professional interests of your organisation and leave the administrative tasks to the specialists at KelCon GmbH’s office management team. From general secretarial tasks and efficient membership administration to transparent financial accounting and compliance checks of your contracts, we are happy to support you.

Secretarial tasks

Our competent and professionally trained team will manage the secretariat of your company or association with the utmost care and commitment. Our complete office infrastructure is at your disposal, as is a personal contact person for all matters relating to your members, daily correspondence and specific tasks such as writing minutes and registering amendments to the articles of association.

We are happy to create, maintain and update your membership database responsibly and efficiently so that we can guarantee an overview of the current status at all times. On request, we can also create informative reports and statistics and send out circulars and newsletters.

We can also take care of the time-consuming planning and organisation of your general meeting, regional meeting or board meeting on request. Benefit from our expertise and years of experience in organising congresses and events. In addition to the preparation of all important documents and the timely invitation of all members, we support you with the organisation on site and ensure that everything runs smoothly.

We manage your financial accounting transparently and reliably according to your specifications and in close coordination with your treasurer. The proper collection of membership fees, an efficient dunning process, a detailed comparison of income and expenditure and the issuing of where-used lists are just some of the services we offer.

We work with you to create your organisation’s corporate design. We are also happy to take on the acquisition of adverts for the association’s magazines, the printing and dispatch of print media including the list of members and the maintenance and updating of your association’s presence on the Internet.

We are happy to design your individual website according to your wishes. In doing so, we orientate ourselves on a structure adapted to the needs of the user groups and a clear and intuitive design.

Benefit from synergy effects and our expertise in the area of exhibitions and trade fairs. We will be happy to plan and organise your individual trade fair presentation. On request, we can also support you during the realisation with specialist staff to ensure your successful presence.

Educational Service

Sponsorship of medical professionals for external training and further education. We manage your grant, ensure the appropriateness of the approved services and guarantee compliance with all regulations and selection criteria laid down in the Code.

Our brochure

Healthcare compliance consulting

We continue to enable you to support HCPs for further education and training purposes by applying the existing 4 basic principles.

  •  Principle of separation: the donation and sales business must be strictly separated from each other
    • We take care of the planning, communication and organisation
  • Transparency principle: All services provided to a medical institution or doctor must be reported to the employer
    • We ensure compliance with the required procedures
  • Principle of equivalence: performance and consideration must be in an appropriate relationship
    • We keep the scales in balance
  • Documentation principle: All services must be recorded in writing
    • We create and archive the corresponding documentation

Administration and application of Educational Grants according to specified selection criteria, including legally binding documentation.

We take care of all the logistical components of the Educational Grant (congress registration, hotel and travel bookings). You will receive the relevant documentation at the end of the event.

  • Our HCC-trained team advises and processes based on the latest developments
  • A framework agreement with KelCon instead of many individual grant agreements with clinics
  • The processes including all-round support and service remain largely the same for HCPs
  • Cost control and collected feedback on the funds used
  • KelCon is responsible for monitoring the basic principles
    • Separation: no direct connection between HCP and company
    • Transparency: disclosure and control of expenditure
    • Equivalence: HCC requirements are met
    • Documentation: clearly structured and archived
  • Corruption continues to be prevented

Business Travel Service

Our friendly and dedicated team of experts in the Business Travel Service department will be happy to assist you with your individual travel planning. Personalised advice is just as much a matter of course for us as fast and service-oriented processing of your enquiries. Our competent staff will take care of your flight and train bookings as well as individual travel services. We also offer special conditions for travelling to national and international congresses.

Flights

As your contact partner for flights, we can compare the prices of different airlines, make national and international flight bookings and issue flight tickets for all major airlines. If you have any additional requests or your plans change, we will support you as your personal contact. We are happy to contact your airline, register special baggage and make rebookings.

Would you like to travel to a business appointment or meeting by train? As a partner of Deutsche Bahn, we provide customised timetable information, issue national and European rail tickets and are available to you as a competent contact for changes, customer requests and special fares.

Our experienced team will be happy to provide all-round support for your journey. In advance, we will take care of applying for a valid visa and making national and international hotel bookings according to your specifications and provide support in finding the right hire car. During and after your trip, we are of course always available to you as a competent contact partner.

Are you attending a congress individually or as part of a travel group? We will be happy to put together a personalised travel plan for you, including all transport options. Benefit from our special conditions for event tickets and group rates. Let our experts advise you individually.