services&solutions

AAA Virtual & Hybrid Event Solutions

We are always ready to face a new challenge, this is why during these days we have worked hard to come up with solutions for our customers.

Ega offers 360° strategic support and  turnkey virtual and hybrid events organisation including the following services:

• Tailor made event format design including conferences, congresses, team buildings, corporate and institutional events;
• 24/7 technical assistance for planning and bringing the event on-stage;
• Invitations and registrations management;
• Speakers involvement and management;
• Simultaneous interpretation;
• Abstract handling;
• Event marketing and communication;
• Virtual entertainment engaging artist and performers;
• Event numbers statistical reporting;
• Social media interaction;
• Event and session moderators who can enhance engagement and interactivity in multiple languages;
• Press management.

CHECK OUR BROCHURE “VIRTUAL AND HYBRID EVENT SOLUTIONS”

Abstracts Handling

Scientific conferences are the best place for the exchange of the latest research results and developments. In order for all conference participants to benefit from this heterogeneity, huge amounts of data must be efficiently processed in the run-up of the congress.
At Ega worldwide congresses & events we have a highly motivated Abstract Management Team with many experiences in association conferences of all scales. We assist you in the selection and delivery of abstracts and full papers with our online platform which allows you to collect, review and publish all academic content including the design of scientific event programmes. Our comprehensive software is continuously updated according to the latest development in the meetings industry.
Some features you will love include:

Accreditation Handling

Anniversary Ceremony

Celebrating an important moment in the life of the company means sharing the goals that certify its reputation and reliability with those who made it possible.
With its team of Event and Project Managers, Ega worldwide congresses & events creates and produces meaningful contents to celebrate at its best a ceremony or an anniversary. Passion, creativity and attention to detail allow Ega to create unique moments for the participants, developing new formats of sharing. Technological and edutainment workshops, impressing entertainment shows, speeches of testimonials and prominent figures on the international scene.
Ega takes care of the organisation and planning of all the moments of the celebration, starting from the accommodation and hospitality services, set-ups, logistics, catering, hospitality staff.

Architectural Design

Association Consultancy

Ega worldwide congresses & events has an experienced Association Management Team which can provide a full range of services:

• Strategic business planning and business plan reviews
• Executive and financial management
• Brand development and communication strategy
• Digital and social media strategies
• Membership growth strategy and engagement activities
• Membership management
• Fundraising
• Compliance consulting
• Virtual and hybrid event solutions and Congress Management

These consulting services include the development and implementation of a comprehensive tailor-made action plan and can be combined with other association management or face-to-face, virtual or hybrid conference planning services to provide an integrated solution for any organisation, thus creating efficiency-busting continuity and support.

All associations, including very large ones with an in-house conference team, can profit from our long-standing experience and multi branch know-how as IAPCO accredited Professional Congress Organiser and Association Management Company

Bid Consultancy

Winning profitable business is more than the production of a tender or writing out a proposal. It is about developing a solution and engaging the client in a manner that positions your bid ahead of the competition and it is about aligning your bidding activities with the procurement behaviour of the decision maker.
Ega’s worldwide congresses & events have highly experienced Bid Consultants who provide advice based on their long-standing expertise in public tendering for governmental and institutional meetings or as host for association conferences.
Our expertise can help you to improve the effectiveness and efficiency of your bid creation processes. Having worked across so many different sectors, you can capitalise on one of the most extensive knowledge bases in the meetings industry.

Brand Activation Events

We believe that brand experience is the best way to generate an emotional involvement between people and the brand. For this reason we create unique events, able to keep live the brand awareness in the memory and establish a connection through a strong experience, capable of impressing, amaze and be remembered.
Brand activation events include a wide range of activities: field marketing, sampling, roadshow; they can take place in-store and aim to promote or to product sampling, they can be unconventional marketing initiatives.

Password: feelings

Celebrations

Communications and Promotions

Concept and Theme Development

Conference and Conventions Management

The company convention is not just a moment of meeting, sharing and developing the sense of belonging to the firm, it primarily one of the most important and strategic training moments.
Thanks to the selection of inspiring contexts and innovative initiatives, and to a team specialised in communication, strategy and digital PR, Ega worldwide congresses & events is able to enrich the company's goals and transform this occasion, in which the different corporate traits are displayed, in an instructive and at the same time emotional event, conveying the values and the company decisions to obtain excellent results both on the human and on the professional level.
In order to offer a comprehensive product/service, Ega worldwide offers its know-how for:

Congress Communications and Marketing

The participants’ decision-making process is very much influenced by his experiences with the brand of your conference or meeting.
At Ega worldwide congresses & events we have creative Marketing and Communication Specialists who can provide consulting in building brand awareness, in creating a unique presence on the market to retain customers and attract new ones, through the most effective channels.
We can support you in building strong relationships with your audience and the media by creating and implementing brand development and communication strategies to enhance the visibility of your organisation.
Furthermore, our Digital Marketing Experts can support conference, meetings and events industry players by creating state-of-the-art websites and mobile applications. We can also develop digital and social media strategies and have specialists in data analytics.

Congress Management

Ega worldwide congresses & events has a team of reliable Project Managers with long-standing experience in leading association conferences, corporate events and conventions as well as governmental and institutional meetings with complex programme structures and challenging expectations on the part of our clients in terms of finance, creativity and reliability. We are pleased to act as core PCO but also to provide services on a modular basis i.e. as a core housing agency, a core registration provider and so on.

Since 2020, Ega offers 360° strategic support and turnkey virtual and hybrid event solutions tailor-made event format design for conferences and congresses including 24/7 technical assistance for planning and bringing the event on-stage.

We are an IAPCO accredited PCO, our quality procedures are certified UNI EN ISO 9001, our environmental quality procedures comply with the UNI EN ISO 14001 and our event sustainability management system has the UNI EN ISO 20121 certification. We therefore can help you to achieve your long-term strategic goals and your financial targets.
Our Project Managers will accompany your organisation at every turn and support you wherever possible, so you can focus on the content of your congress, meeting or event. We use different software tools to enable collaborative working methods and to increase efficiency for all parties involved.
Congress Management may also include business plan reviews, strategy consultancy, marketing and communication strategy and implementation as well as financial management including budget design and control.

Continuing Medical Education Provider

EGA has been a CME provider since 2017 (ID provider 1406).  For medical conferences, the Ega Continuous Medical Education Team deals with residential training and manages the whole event accreditation process through the following activities:

Ega conducts the same activities to support PTC credits (Professional Training Credits) operating in other sectors and to acquire European credits: ECTS.

Design and Content Development

Destination Management Services

Are you planning an association congress or a corporate event in Italy? Then contact us your Destination Management Company (DMC).
Ega worldwide congresses & events has a very experienced team of DMC Specialists who put all their enthusiasm and attention into providing top-quality service. Our unmistakable Italian passion has made us a benchmark for reliability and efficiency all over the world.
As a DMC, we provide professional services for planning and implementing all your local event programmes and services. We have an extensive knowledge of the local area as well as professional relationships to local resources. We know caterers, transportation services, hotels, and other facilities that can provide the best service within the available budget. We understand cultural norms and expectations, know where and how to find the best entertainment, freshest food, most helpful staff, and best travel routes.
Our DMC services include:

Digital Engagement

In an age where the social fabric is constantly evolving and everyone is a protagonist, it is essential to use new communication logs, where memory and identity are spread everywhere.
For this reason, Ega worldwide congresses & events, starting from the most traditional tools, amplifies the engagement strategy through digital media and communication platforms, that increase exponentially the degree of user involvement and the fruition process.
Activities: digital and content strategies, analysis of trends and opinions, dialogue with influencers, performances and initiatives monitoring, social planning, live streaming, digital entertainment.

Engagement Activities for Visitors

Entertainment & Live Shows

Events Programming

Exhibition Management

Ega worldwide congresses&events organises exhibitions and shows - in the corporate and institutional sphere, taking care, as general contractor, of the management and coordination of the various experts involved in the construction of the event.
Activity:

Gala Dinners

The gala dinner is the perfect solution to end an event, a convention, a meeting because it allows you to impress in the participants an excellent memory, conveying the mood and the corporate image.
Ega worldwide congresses & events, thanks to its proven experience in the organisation of gala dinners, set in the most inspiring and various locations (historic villas, prestigious buildings, modern industrial spaces, gardens, terraces), is able to better interpret the customers’ needs to transform a convivial moment in an emotional experience.
Our team of experts, with the help of the best suppliers and partners, follow every phase of the organisation: from the selection of the location, to the most evocative setting and the most targeted entertainment, to the definition of the menu and the table setting, guaranteeing a memorable food experience in line with the gala mood.

Hospitality Services

Hotel Accommodation and Travel

Hotel accommodation and travel services are important for the participants’ experience and therefore for the image of your event.
Ega worldwide congresses & events has a team of Hotel Accommodation Managers who are highly specialised in finding the most suitable hotel rooms for participants at association conferences, corporate meetings and governmental and institutional events, independent of the scale and location of your congress.
Thanks to online booking tools which give full price transparency at any time, it is possible for our experts to negotiate the best possible room rates combined with the most favourable payment and cancellation policies.
We provide the following hotel accommodation services:

Incentive Activities

After a creative study and a careful analysis of the needs of a company, Ega worldwide congresses & events organises tailor made incentive programmes with training and leisure opportunities, supported by cultural and social experiences, from premium travel to incentives more focused on the internal management of human resources.
These activities allow to reach many goals, in particular:

Kick Off Events

We create and produce formats of new events, with a creative approach and a pragmatic analysis of the client's needs. The Kick Off meeting allows us to experiment different activities and solutions for each company and customer, whatever the contents to convey and share are.
This format through keynote speeches, workshops, round tables, laboratories and other types of experiential activities, allows aligning all the participants to the event on: purpose, expected results, tools, timing, roles and modalities.
Objective: to inform and motivate resources, to share the mission and vision of a same reality.

Legacy Activities

Live Shows

Ega worldwide congresses & events manages to create unique show moments thanks to the combination of impressing set-ups and artistic performances of the highest quality and content level.
Our Project Managers, thanks also to the collaboration with great artists and technical partners with proven experience in international live shows, are able to offer exclusive sets and performances with a strong scenic impact.
Ega worldwide always manages to amaze, guaranteeing a unique experience that will remain fixed in the memory and in the heart of those who live it, offering from water to air dance, from private concerts to specific musicals, through comedy shows and acrobatic performances.

Meeting Planning

Ega worldwide congresses & events has 50 years of history in delivering successful conferences and meetings which exceed the expectations of participants.
Meeting planning requires expertise and major skills in strategic consultancy and in identifying a fast, yet sustainable solution to any problem. Therefore, our Project Managers understand your targets for your conference and, irrespective of the type of event (face-to-face, virtual or hybrid) and the audience size, offer unique tailor-made solutions.
A team of highly skilled and experienced meeting professionals can capitalise on their passion to organise memorable events that run exactly according to the agreed plan. Our Project Managers have worldwide contacts in the meeting industry to link organisers, meeting venue staff and suppliers. In addition, they will consult you in choosing the right meeting architecture and formats for the different sessions that have a major impact on the participants’ experience.
Our meeting planning services may also include:

• Venue sourcing and negotiation
• Site inspections
• Catering services
• Staging production, AV & IT solutions
• Onsite staffing including hostesses and hosts
• Event security including risk assessment and management

For virtual and hybrid conferences, we offer 360° strategic support including:

• Tailor made event format design
• 24/7 technical assistance for planning and bringing the event on-stage
• Speakers involvement and management
• Simultaneous interpretation
• Event marketing and communication
• Virtual entertainment engaging artist and performers
• Social media interaction
• Event and session moderators who can enhance engagement and interactivity in multiple languages
• Press management

Membership Engagement and Management

Associations increasingly face changing membership needs and expectations. For the younger generation, programme personalisation and membership benefits are sustainable reasons to participate in congresses or to join an association.
Ega worldwide congresses & events has an experienced Association Management Team which offers qualified support thus enabling you to adapt your membership engagement activities to the needs of the more experience-oriented membership base.
On the one hand, we create and implement tailor-made membership growth strategies with unique membership acquisition campaigns and, on the other, we provide administrative support with invoicing and handling of member applications. We manage membership registration, respond to members’ enquiries and provide a day-to-day management support to your association’s leaders.

Networking Events

Memorable congresses provide major networking opportunities through face-to-face interaction between younger and first-time participants and more senior delegates and key players of their professional environment.
At Ega worldwide congresses & events we have a creative team with a long-standing experience in designing and producing outstanding networking events. Ensuring compliance with local regulations, the  EFPIA HCP Code and the MedTech Europe Code of Ethical Business Practice where applicable, we create unique event concepts in line with your requirements and according to your budget. We select and book venues, coordinate entertainment and catering services, organise transportation to and from the venues and provide on-site management solutions.
In addition, our experienced team offers comprehensive support in the organisation of social events such as gala dinners, receptions as well as opening and closing ceremonies, all in accordance with your brand image, organisational policies and corporate social responsibility guidelines.

Parties

Corporate parties are an important opportunity for meeting and are a gratification for all company staff, a moment to spend with employees or colleagues.
Ega worldwide congresses & events offers a concrete support for the organisation of this type of events, starting from the setting that we want to recreate, to continue the construction of the main content, up to the production of all those elements that want to be emphasised, keeping in mind the corporate identity and the purpose of the organisation: Christmas parties, greetings for employees, parties for assignments or promotions, parties to celebrate all the special moments of corporate life.

Our work: project and theme design, selection of the location and the entertainment, selection of catering, reception and on-site management of the event.

Pavilion Management

Product Launches

Ega worldwide congresses & events creates events that generate complete and experiences with impact related to the product, thanks to a creative team, looking for different ways of fruition and experimentation. The success of product launches to different audiences (internal resources, suppliers, end customers) - is determined by a process that is divided into several phases:

Project Management

Protocol

Protocol, VIP and Delegations Management

Registration Handling

Conference, meeting or event registration is the figurehead of your association or company. Here you leave the first impression and determine the experience for participants. At Ega worldwide congresses & events we have a dedicated Registration Management Team consisting of multilingual professionals who can offer entire support in English, Italian, French, German, Spanish and Hebrew. They have long-standing experience in handling on-site registration and accreditation and in providing the attendees with competent assistance when needed.
Our technology can be used for fee-based conferences, free meetings and invite-only events. It is scalable and can be used for small and large conferences with thousands of attendees. It is perfect for symposia, gala dinners, workshops, road shows and exhibitions. Attendees can easily navigate their way through the registration process, making payment in a secure environment and booking hotel accommodation. We can deliver a wide range of personalised reports and statistics.
Our registration services include:

Retail and Commercial Activities

Roadshows

Ega worldwide congresses & events organises roadshows, travelling events and shows that allow the target market to share the same achievements, goals and case histories in different places and, in the public sphere, to test and confirm the effectiveness and efficiency of the same product or service.
The winning trait of the format is precisely the combination brand/show/product.
The organisation of the roadshow involves the acquisition of all the skills of the target, the definition of the company’s goals, the message and the correct language to adopt, as well as the construction of the format of the event.
Activities: research of settings and locations, set-ups, creation of promotional and information kits, planning and realisation of the various phases of the communication, before, during and after the event.

Social and Cultural Events

Sponsorship and Exhibition Management

The financial success of your conference or meeting depends on the relations to potential exhibitors and sponsors. We at Ega worldwide congresses & events can help you to reach your target audience and thus implement your strategic goals. Our Sponsorship and Exhibition Team has a vast network of contacts in leading international and national companies and multi-years’ experience in handling and planning all aspects of exhibitions and sponsorship development.
As strategic consultants, our experts will understand your targets for your meeting and personalise the sponsorship packages accordingly, always ensuring compliance with local regulations/pharmaceutical codex where applicable.
Most association congresses today have declining numbers of exhibitors. Therefore, we at Ega have a strong sales approach. Together with you, we will define new potential exhibitor target groups to maximise your return on investment. Our experts offer a comprehensive range of exhibition planning services:

• General exhibition planning
• Designing and distributing the sponsorship and exhibition prospectus
• Developing and maintaining the database of potential exhibitors of sponsors
• Creation and maintenance of floor plans
• Stand allocation, contracting and invoicing exhibitors and sponsors
• Negotiating, appointing, contracting and invoicing sub-contractors
• On-site management including on-site staff as security and hostesses
• Managing health and safety regulations
• Carrying out a risk assessment and implement a corresponding plan

For virtual or hybrid events we have developed solutions where sponsors can increase their visibility and interact with participants in

• Dedicated virtual rooms
• Virtual exhibitions
• Branded virtual booths for meetings with exhibitors one-to-one or even one-to-many •
• Branded satellite symposia
• Virtual television studios

Team Building Events

We create and produce educational and entertainment formats that, through simple and fun learning, enrich the individual from a professional and personal point of view, increasing the development of transversal skills and soft skills and generating a feeling of diffused empathy.
Keywords: Entertainment, edutainment, storytelling, outdoor training, employer branding, team working, change management, corporate social responsibility, creativity, communication, leadership, empathy, listening, values, experiences.

Translation and Interpretation Services