Support Services

AudioVisual Means (AVM)

Good planning on the use of audiovisual equipment in advance and during your conference is critical to its success. Excessive or insufficient use of audiovisual equipment undermines the effective transfer of information. Excellent planning of the equipment at any time in the room saves unnecessary expenses. Sufficient preparation, testing and proper technical support of the equipment eliminates surprises during the presentations. In short, a proper planning of the audiovisual means is an art in itself!

Professional vendors often provide comprehensive AVM services for your conference so that all presentations run smoothly. They are aware of the latest technological developments in areas such as videoconferencing. Technical provisions, which at first sight seem expensive, may prove to be cost effective, if well and properly used. Turn to the supplier well in advance, so you can maximize the use and capabilities of the audiovisual equipment.

Interpreters

The purpose of conventions is above all perfect human communication. At an International conference interpreters bridge the language barriers in communication. Conference interpretation is a matter of all or nothing: mediocre interpreters do not exist. Interpreters are not only to fluent in the languages, but also a full understanding of what is discussed, is necessary. The International Association of Conference Interpreters (AIIC) is an international association for professional interpreters.

Three forms of conference interpretation can be distinguished:

• Simultaneous via microphone, from a booth, usually two interpreters per language and a team leader who maintains contact with the organizer.
• Consecutive among the delegates, without cab, sometimes with microphone, ideal for smaller technical meetings.
• Whispering accommodates up to three participants.

Catering

The catering during a conference can be arranged by the in-house catering of the conference venue, or the acommodation allows you to choose from a variety of caterers that are familiar with the building and the possibilities. At an International conference, not only the quality of the catering is of importance, but also the choice of cuisine should be tailored to the different eating habits of participants during the congress. One will have to take into account that for insance Muslims do not eat pork, and participants with special diets.

Typically Dutch dishes, including herring, one should avoid. Timing of coffee and tea breaks, as well as lunches is of great importance. Good cooperation and coordination with the caterer is therefore essential. The caterer can best be involved in planning discussions in advance of the conference. Ongoing communication about the time schedule of the program not only prevents irritation of the congress participants who may be hungry or thirsty, but also ensures that the quality of food and drink is optimal. Good menu planning and logistics regarding regarding for instance the table layout, can be very important for the social aspect of your conference. Make use of the extensive advice from a professional caterer, they have the experience!

Hostess Service

Especially during large-scale international conferences, it is advisable to make use of hostess services. They can ensure that your conference runs smoothly and increases the flexibility. Delegates are quickly send to where they want to go and especially international guests can be adresses in several languages. Hostesses can be hired from specialist agencies for the reception, registration and supervision of your congress. Proper instructions to the hostesses, allows them to know exactly what is expected from everyone.