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Package C – local organizing

We are pleased to manage your conference on site at your venue. The services we provide in this service package are strongly dependent on the format – purely physical, hybrid, or online-only.

Services for physical or hybrid conferences

  • Venue search and negotiations with the congress centre/hotel;
  • Technical equipment for professional presentations;
  • Hosting of abstract and supplementary materials for asynchronous consumption by conference attendees before, during, and after the event;
  • Commenting on supplementary materials before, during, and after the event;
  • Upload of live presentation files;
  • Online (video chat) platforms to allow live presentations and chat options for virtual attendees to take part in hybrid sessions;
  • Copernicus networking tool to connect to colleagues, share profiles, watch colleagues' shared information, and get a quick information on colleagues' contributions to the conference;
  • Physical poster areas and exhibitions;
  • Virtual exhibitor portals with promotional exhibits;
  • Signage of the venue;
  • Catering, ceremonies, and social events;
  • Excursions;
  • Conference assistants;
  • Budget and controlling;
  • On-site presence of Copernicus' staff members.

If we are booked for the local organizing, we become the contractual partner for the venue and any external service provider. We will fiscally register in the country where the conference takes place and provide the respective sales tax summary reports to the revenue office. The conference is handled in a licence model where your organization is the licencer and Copernicus Meetings the licensee. Therefore, after the completion of the meeting including taxation, your organization receives a licence fee as the difference between net surplus (all incomes minus all external costs) and the our service rates.

Services for online-only conferences

  • Hosting of abstract and supplementary materials for asynchronous consumption by conference attendees before, during, and after the event;
  • Commenting on supplementary materials before, during, and after the event;
  • Upload of live presentation files;
  • Online (video chat) platforms to allow live presentations and chat options for virtual attendees to take part in hybrid sessions;
  • Individual live session pages for attendees listing the session programme, linking supplementary materials, and providing access to the (video chat) platforms;
  • Copernicus networking tool to connect to colleagues, share profiles, watch colleagues' shared information, and get a quick information on colleagues' contributions to the conference;
  • Virtual conference centre to navigate through the conference, network, and access sessions;
  • Virtual exhibitor portals with promotional exhibits;
  • Personal support during the runtime of the online-only events through Copernicus' staff members.

Prices and additional services

The rate for package C services depends on the expected number of participants and the degree of services provided by us. Please contact us for your customized offer. Please note that we provide the local organizing only in combination with service packages A/B and only for conference with more than 500 participants.

Contact us

Copernicus Meetings
meetings@copernicus.org
Phone +49 551 90 03 39 12