Conference Organization Office

The Conference Organization Office handles the comprehensive organization of conferences and scientific events. We guaranty flexible and comfortable conditions for organizing conferences and scientific events, divided into scientific and logistical aspects – depending on your needs, we will prepare a cost estimate that includes all or selected elements of cooperation.

Co oferujemy?

Financial management of events and conferences. We provide comprehensive financial management for events, starting with detailed budget development, thru setting up a dedicated conference sub-account in PLN, EUR, and USD, to ongoing revenue and expense tracking. We issue invoices to participants and enable online payments thru the PayU system. We collaborate with sponsors and donors, and we also assist in securing grants.

IT and media services. We manage the participant registration system and also operate platforms for accepting abstracts and online articles. We offer newsletter editing and sending, prepare press releases, and take care of event promotion. We also support the process of obtaining honorary and media patronage and assist in obtaining professional photographic and film documentation.

Full logistical support. We handle the reservation of conference rooms, hotels, and catering facilities, as well as negotiations with subcontractors. We coordinate catering services, ensure the proper organization of conference spaces, and provide the necessary transportation for participants and guests. We oversee the technical aspects, including the preparation of sound and audiovisual equipment. We also handle participant registration and an information point, as well as organize exhibition stands.

Conference participant support. We create and update participant databases, prepare invitations, and handle correspondence.

Providing conference materials. We collaborate with graphic design agencies, preparing badges, personalized gadgets, and all necessary conference materials.

Translation services. We create content in the conference language and provide simultaneous interpretation.

Organizing accompanying events. We coordinate the course of accompanying events, such as banquets. We provide an artistic program, technical facilities, and organize sightseeing tours and programs for accompanying persons.

More about the Conference Organization Office

Please contact us thru the dedicated contact form.

We have many years of experience, during which we have organized over 100 national and international scientific conferences and events, both in-person and online, including:

2021-2022: Online Events

International Conference: New Challenges of Local Governance in Times of Uncertainty and Complexity IGU2021 Third World Conference of the Society for Urban Ecology 2020/21 (hybrid mode)
The Logic Colloquium is the European Summer Meeting of the Association for Symbolic Logic 2021. The Poznań Linguistic Meeting PLM 2021. 11th International Conference on Geographic Information Science. “XXIII Congress of the Polish Neuropsychological Society 2021.” The Seventh International Symposium on Dielectric Materials and Applications ISyDMA’7 conference 2022. International virtual conference on Advances in Topographic Mapping 2022. CERS – 8th Central European Conference in Regional Science “Resilience of cities and regions in an uncertain time” 2022.

The Conference Organization Office operating at the Poznań Science and Technology Park offers organizational support and a dedicated platform for conferences.

The online conference platform is distinguished by:

Convenience and Ease of Use: online meetings using web browsers (including on mobile devices) without the need to install additional plugins or software; Security: fully encrypted connection, SSL certificate secured access, and all data is stored on a dedicated server in the PPNT Data Center; Compliance with Legal Regulations: data collection and processing standards comply with GDPR; Guarantyd Technical and Organizational Support: direct access to the platform creators and administrators, quick response in case of necessary changes or failures; Ability to Organize Large Events: up to 500 participants (as of September 2021), 4 speakers in each session, up to 8 sessions simultaneously; Image Quality: exceptional image quality compared to solutions available on the market; Integration with Video Services: streaming from YouTube, Vimeo, Twitch, and others; Personalization of the Tool for the Organized Event: customization of the conference account appearance according to preferences (e.g., logo, colors, descriptions, messages, etc.).

a Direct IT server account and secure access; posting messages prepared by the event organizers; independent organizational and moderation support for the event; any number of moderators during the event; unlimited event duration; a maximum of 150 active event participants; up to 4 speakers simultaneously; up to 8 groups during the main session; the possibility of recording sessions;

The acquired knowledge and experience predispose us to organize scientific events of the highest level.

Kto może skorzystać z usługi?

University employes from Greater Poland.

Business clients seeking support in organizing conferences.

Dlaczego warto?

Experience in organizing over 100 national and international scientific conferences and events.

Support at every stage of conference organization and during accompanying events.

A dedicated platform for organizing online conferences.

Często zadawane pytania

Is it possible to organize an online conference?

Yes – in that case, we provide technical support and a dedicated platform for online conferences.
How can I use the services of the Conference Organization Office?

Please contact us thru the dedicated contact form.