The EPS Conference Department offers following services :

Pre-Conference

Announcements

• Prepare and send out press releases announcing your conference, send to journals and organisations worldwide

• Send information of your conference to known physics websites, including the EPS conference website and Europhysics News

• Prepare a guide travelling to your conference published just prior to the conference
• Publish your conference in the EPS conference calendar
• Prepare and place advertisements
• Prepare graphic design for the conference website and add all useful information

• Prepare first call, second announcement, advance programme and digest with CD-Rom
  
  

Logistical support

• Investigate on conference venue, on site vendors & services (hotels, caterers, travel agencies…)

• Prepare your conference deadlines

• Create a specific mailing list for your conference

• Design your conference announcements, posters, conference folders (by a professional designer)

• Dispatch information/announcements/posters (mass email and regular mail)

• Prepare your conference budget (registration fees, venue, mailing….)

• Prepare checklist on conference preparation and conference requirements

• Give guidelines for attracting people to the conference

• Provide enquiry service (anyone interested in the conference can contact the EPS’s secretariat)

• Process advance registration, payment and send out confirmations, receipts, letters for visas

• Prepare registration packets and conference material

• Prepare badges

• Prepare daily programme with coffee breaks, meals, entertainment ‘schedules, poster sessions)

• Manage Online system (online submissions, online reviewing process, online scoring, online payment…)

• Provide CD-Rom and or/advance programme Meeting

• Organise conference meetings

• Provide hotel accommodation, coffee breaks, lunch or brunch

• On request, provide excursion, dinner

• Meeting can be held at EPS office in Mulhouse
  

• Coordinate EU grants

During the Conference

• Prepare full conference package

• On site registration

• Handle all enquires concerning the conference

• On site arrangements: direction signs for rooms, coffee breaks, poster sessions….

• Prepare registration report and attendance data

• Maintain mailing list for future conferences

• Post-conference enquires

• Europhysics News

• Provide space for well written report on interesting conferences

• Keep website updated

The EPS secretariat offers following benfits :

• Increase membership

• Financial advantages (no VAT, low price for advertising)

• Build Know-how

• Division of labour

• Communication tools