SCIENTIFIC EVENT PREPARATION

© TUSHAR NANDA
EVENT STRUCTURE & TIMELINES
(6 MONTHS CYCLE)

Pre Event works

(15-days)
Program Building
(45-60 days)

Event Ongoing Event works

Sales (90-105 days)

Post Event works

(7 days)
 EVENT REQUIREMENTS & DETAILS
Pre Event works (15 days)
• Title, Scope & Theme
finalization
• Date finalization
• Venue Finalization
• Content finalization
• Website Building &
optimization
• Brochure
• Advisory board
• Registration fees finalization
• Scientific Sessions
finalization
Ongoing Event Works
Program building
(45-60 days)
• Keynote Speaker Acquisition
• Speaker Acquisitions
• Workshop, Symposium
Finalization
• Program Agenda finalization
• Event Indexing Running ad
campaigns & social media
promotions
Sales (90-105 days) Post Event works (7 days)
• Delegate acquisition • Attendees Feedback
• Sponsor acquisition • Inviting attendees to Submit
• Exhibition Space selling papers
• Event information and report
submission
• Promoting Event reports &
photographs in Social Media
& PR
MAJOR EXPENDITURE TYPES FOR A SCIENTIFIC EVENT
• Speakers’ honorarium (if any)
• Venue/Rental expenses
• Personnel Expenses (Salaries)
• Marketing (Google/Facebook/Bing Ad campaigns) expenses
• Web related and E-mail campaign expenses
• Accommodation & Travel expenses
• Logistics expenses
• Printing & Collaterals expenses
• Audio Visual expenses
• Lunch & Snacks/Cocktail expenses
• City tour expenses (if any)
DETAILED COST ANALYSIS (CONSIDERING 6 MONTHS CYCLE FOR A SCIENTIFIC
EVENT AND SAME VENUE)

In US$ US$/1 Event US$/3 Events

Personnel expenses 6000 18000
(Salaries)
Hotel Booking & AV 2500 7500
Accommodation (100 4000 12,000
nights)
Printing & Logistics 1500 4500
Marketing (Ads) 1500 4500
Marketing (Email 1000 3000
Campaign vendors)
Web & Email Domain 500 1500
Lunch & Snacks 12000 36000
Misc 5000 15000
Total ~34000 ~1,02,000
THREE EVENTS TO BE CONDUCTED FOR JAYPEE JOURNALS
Note: It is highly suggested that, to make an event successful and profitable,
international venue selection must be preferred.

Event Event type Event Category Event dates Event Venue

Serial No.
1 Conference Critical Care 25-26 Jan 2022 Paris, France

2 Conference Dentistry 25-26 Jan 2022 Paris, France

3 Conference Neuroscience & 25-26 Jan 2022 Paris, France

Psychiatry
SAMPLE EVENT 1PREPARATION

JAYPEE CONGRESS ON CRITICAL CARE

AND EMERGENCY MEDICINE

POINTS TO CONSIDER WHILE SELECTING TITLE:

Customer base should be large
Scope should be covering a larger audience
Recently trending
Funding availability
Must have good collaborations
DATE FINALIZATION
25-26 Jan 2022

Considering a period of 6 months for a particular event to take place, 25-26

Jan 2022 is appropriate.
Few important points to consider:
• The date finalization to be done on week days
• Avoid local & federal holidays
• Competitive research and analysis to be done prior to date finalization and a trial to be
taken to finalize a specific date when there are no similar events within the proximity.
VENUE FINALIZATION
Paris, france

Why Paris ?
• Considering the event to be international standard, an international venue is
most preferable.
• Highest footfalls during 2018-2019
• It’s a Schengen Country
• Affordable Premium hotels abundantly available
SCIENTIFIC SESSIONS
• Critical Care and Covid-19
• Emergency Medicine and Covid-19
• Critical Care Nursing
• Critical Care Medicine
• Neuro Critical Care
• Emergency Nursing
• Emergency Drugs and Its Administration
• Pediatric Emergency medicine
• Emergency Medical Services Market
• Clinical challenges during covid-19
 Note: The Program Agenda can be finalized
PROGRAM AGENDA as per the duration of the conference

Day 1 Day 2
• Announcement by host/moderator • Announcement by host/moderator
• Opening Remarks by Moderator • Keynote Sessions (2)
• Felicitation to the Advisory Board • Exhibitor session
• Keynote Sessions (3) • Oral Session 3 (5)
• Sponsor talks • Oral Session 4 (4)
• Oral Session 1(5) • Poster Presentation
• Workshops or Symposiums (2) • Award Ceremony
• Oral Session 2 (4) • Closing Remarks

Considering an 8 hour event, we can provide 30 min. to each keynote sessions, 25 min. to each
oral session, 45 min. to each workshop or symposiums along with a break of 1 hour for Lunch, tea
and snacks
THANK YOU