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first-class
welcome
the welcome delegates
receive and their fi rst impressions are crucial. delegates must feel they are welcome from the word go. whether you as host are responsible for registration or whether you delegate this task to a pco, a professional, friendly and personal welcome is imperative for the success of your congress
. atmosphere, atmosphere, atmosphere the surroundings and all the practical details help to emphasise the atmosphere at your congress. don?t forget to add a per- sonal touch; small surprises, light or sound eff ects at your congress can make your congress a memorable event. registration the registration desk must be located in a central position so that delegates can fi nd it immediately. it must be clear that this is where delegates must register to get their id card. some host organisations choose to give away congress bags containing a program- me, list of delegates, abstract catalogue, gifts and sponsors? material. congress bags are one way to communicate the integrity of an organisation or company/companies. vips and speakers make a special eff ort to ensure that keyno- te speakers and panel participants feel they receive a very special welcome. you can, for example, pick them up at the airport or station on arrival. make sure that there is a room in which speakers can withdraw to prepare for their ?performance?. signage signs should be simple, clear, consistent and easy to recognise. inspect the venue to determine precisely where to put up signs. check that the signs match what is agreed, e.g. with foundations and sponsors. technical/av equipment contemporary audio-visual equipment is imperative. establish contact with the tech- nical personnel at your congress venue. make sure that the technical equipment ? projectors, screens and microphones, sound and lighting, interpreter systems, etc. ? are tested before the congress. décor allow good time for decorating with fl ow- ers, banners, fl ags, logos, etc. booth hire and materials must be agreed in advance with exhibitors and sponsors alike. before during after 31
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