Approach
CIMNE Congress Bureau, based in Barcelona, specializes in managing conferences, events, and associations globally, tailored to local needs. As part of CIMNE, we are deeply connected to the academic sphere, organizing courses, workshops, and conferences tied to our training programs.
For nearly 30 years, CIMNE has fostered international meetings to strengthen collaboration among scientists in numerical methods and computational techniques, advancing engineering and applied science.
Our expertise is demonstrated by organizing more than 250 national and international events, managing every stage from bid proposals to on-site coordination and post-event activities.
OUR SERVICES
«From start to finish, every detail flawlessly managed.
Our main goal is to exceed your expectations.»
OUR SERVICES
“From start to finish, every detail flawlessly managed.
Our main goal is to exceed your expectations.”
Meetings and Scheduling
- Participating in multiple meetings and compiling an action plan.
- Maintaining regular communication with the client through conference calls and email exchanges.
- Assessing the conference outcomes in collaboration with all stakeholders involved.
- Creating and overseeing a detailed schedule to ensure the conference proceeds as planned.
- Developing a comprehensive, day-by-day scenario for the conference.
- Reviewing and finalizing the conference scenario in consultation with all relevant parties.
Communication supports
- Providing guidance on and managing the development of printed materials.
- Offering advice on and overseeing the creation of a conference app.
- Production process for all printed materials.
- Design and layout of the conference website.
- Regularly updating and managing the conference website to ensure its accuracy and functionality.
Venue
- Providing recommendations and researching appropriate venues
- Coordinating and arranging site visits to potential locations
- Maintaining regular communication with the selected venue
- Negotiating with the venue and suppliers regarding required facilities and services to be rented or procured
Congress budget
- Designing, overseeing, and revising the conference budget as needed
- Handling financial operations before, during, and after the conference
- Reviewing, processing, and settling third-party invoices
- Administering a dedicated bank account for all conference-related transactions
- Generating periodic reports detailing income and expenditures
- Compiling the final financial report upon conclusion of the conference
Sponsorship
- Developing sponsorship packages and creating sponsor brochures.
- Maintaining regular and proactive communication with sponsors.
- Providing sponsors with official sponsorship requests, tailored budgets, and additional required documentation in accordance with regulations (e.g., Medicines Act, Code of Conduct, European directives, or Advertising of Medical Products).
- Finalizing contracts based on the agreed terms and conditions.
- Handling invoicing, tracking sponsor payments, verifying transactions, and issuing payment reminders when necessary.
- Preparing detailed guidelines for the design and layout of advertisements.
- Gathering text and visual materials for advertisements.
- Managing and coordinating all aspects of advertising placements.
- Overseeing the delivery of promised benefits to sponsors as part of their agreements.
Exhibitors
- Drafting the terms and conditions for participation
- Maintaining close communication with exhibitors
- Based on the exhibitor’s specific needs, providing the relevant sponsor with: an official sponsor request, a summarized budget, and any additional information required for eligibility to exhibit
- Finalizing and sending contracts based on the agreed terms
- Managing invoicing, processing payments, and, if necessary, sending payment reminders
- Compiling exhibition guidelines, including online registration forms
- Processing order forms and confirming orders
- Preparing a comprehensive list of exhibitors
- Maintaining close communication with exhibitors regarding stand locations
- Creating a detailed floor plan of the exhibition
- Coordinating the construction of exhibition stands and overseeing the setup of the exhibition
Participant registration
- Developing the online registration module
- Creating a physical registration form for distribution
- Handling and processing completed registration forms, both online and in hard copy
- Managing the registration process for speakers, sponsors, exhibitors, and the organizing committee, including form creation
- Operating a secretarial office to assist participants, sponsors, and speakers with individual inquiries
- Confirming registrations through email communication
- Verifying and processing participants’ payments via bank transfer or credit card, and sending reminders for overdue payments if required
- Generating detailed lists of registrations and payments
- Designing and producing name badges and event tickets for social activities
- Preparing personalized participant envelopes containing badges, tickets, letters, and other materials
- Compiling a comprehensive list of attendees
- Creating a feedback questionnaire and analyzing responses after the event
On-Site management
- Overseeing the overall coordination of the conference as the project manager
- Ensuring the project manager and team members are available throughout the event
- Organizing and managing the registration desk operations
- Coordinating and supervising the setup of conference and exhibition spaces
- Handling the registration process for participants, speakers, exhibitors, and sponsors
- Managing on-site payments and overseeing cash flow during the conference
- Providing attendees with information about conference topics and logistics
- Guiding and supervising hostesses to ensure smooth operations
Accreditation
- Submitting accreditation applications to relevant professional groups
- Managing the accreditation process following the conclusion of the congress
Abstracts management
- Preparing guidelines for abstract submissions
- Developing the online abstract submission module (including modules for abstracts, reviewers, and the scientific committee)
- Downloading and processing submitted abstracts
- Sending confirmation and/or rejection letters to authors
- Preparing and distributing presentation guidelines, and collecting PowerPoint presentations
- Providing abstract submitters with relevant logistical information
- Organizing the abstract sessions and their schedule
- Forwarding abstracts to reviewers and the program committee
- Managing and processing reviewer feedback
- Drafting confirmation and rejection letters
Technical programme
- Offering guidance and overseeing the coordination of the program
- Managing all communication with speakers
- Assisting speakers and chairpersons on-site throughout the event
- Maintaining ongoing communication with speakers: preparing and dispatching invitations, confirming participation, ensuring deadlines are met, coordinating travel and hotel accommodations, and collecting manuscripts, CVs, and photographs
- Liaising closely with session chairpersons and other relevant parties
- Providing speakers and chairpersons with detailed logistical information prior to the conference
- Coordinating and processing speakers’ travel arrangements and expense reimbursements
- Composing and issuing “thank you” letters in collaboration with the client
Social programme
- Providing recommendations and researching suitable venues and activities for the partner program
- Coordinating and arranging site visits to potential venues
- Maintaining regular communication with suppliers
- Negotiating with suppliers regarding the rental or purchase of necessary facilities and services
Accommodation
- Coordinating arrangements with various hotels regarding pricing and terms
- Monitoring deadlines for hotel options closely
- Compiling hotel information, including prices, locations, and other details, for the reservation website
- Preparing a final financial summary of hotel revenues
- Generating regular reservation lists for the hotels
- Maintaining continuous communication with hotel representatives
- Developing a hotel reservation module integrated with the participant registration system
- Sending reservation confirmations and hotel vouchers to participants
- Providing participants with relevant information regarding hotel accommodations
SCIENTIFIC SOCIETIES MANAGEMENT
The Spanish Society of Computational Mechanics and Computational Engineering (SEMNI) emerged in 1989 with the aim of bringing together researchers, professionals, companies and institutions interested in the development and practical applications of numerical methods.
The European Community on Computational Methods in Applied Sciences (ECCOMAS) was founded in 1993.
ECCOMAS is a scientific organization grouping together European associations with interests in the development and applications of computational methods in science and technology.