Elsevier Event Organization
We are experienced organizers of conferences, exhibitions and workshops. Our conferences
offer world class content, great delegate experience and exceptional networking
Dedicated team of professionals
In keeping with the company’s reputation as a scientific publisher of excellence,
Elsevier’s Conference Department comprises a dedicated, professional team organizing
over 40 international scientific conferences and exhibitions
in all parts of the world annually, each attended by between 200 and 2000 delegates.
The combined knowledge base of Elsevier conference organization with marketing,
publishing – including printed and online conference proceedings – and exhibition
management, guarantees a seamless and cohesive event and publishing service. Co-ordination
of functions across different operations is pivotal in the success of Elsevier conferences.
The management of each event is assigned to a Conference Project Lead, who works
exclusively within the scientific community and therefore understands its needs
and problems. Whilst the Conference Project Lead gives individual and meticulous
attention to each aspect of conference planning and execution; Elsevier’s Conference
Department also has at its disposal the benefits and resources of Elsevier’s companies
In addition, and depending on the specific theme of a conference, we can specifically
identify and target scientists active in that specialty field. In those cases, identification
will be keyword-based rather than journal-based.
Customized e-commerce registration
Elsevier has recently invested in a state of the art, customized conference registration
system which provides full e-commerce facilities and is capable of handling many
thousands of transactions simultaneously.
Payment will be requested by credit card but in some cases it is accepted that this
is not possible. It is usual for French delegates to pay by bank transfer and for
some attendees from developing countries to be able to pay only in cash on site.
Invoices will be issued to each paying delegate, along with joining instructions
and other relevant local information.
The Conference Project Lead arranges for all required signage to be produced for
the venue. Elsevier’s Conference Design team will produce pop-up banners with the
conference logo and the Conference Project Lead will take on site all stationery
requisites, including fixings for posters, pre-printed certificates of attendance
and all handout material.
Abstract submission and review
Authors submit abstracts for the conference via a simple online web submission tool,
independent of any journal online submission system. Nominated reviewers are given
a password to access abstracts, either in numbered batches or by theme, as directed
by the conference organising committee. Elsevier’s Publishing Content Co-ordinator
oversees this process, ensuring authors receive an immediate acknowledgement of
receipt of their abstract, and that reviewers can access abstracts without difficulty.
The Publishing Content Co-ordinator requests accepted authors to complete a pro-forma
registration form as an acceptance of attendance in accordance with the terms and
conditions of the conference. This process of early registration identifies those
people who will withdraw, perhaps due to lack of funding, and thereby helps prevent
missing speakers in the free oral programme and empty poster boards.
Timely communication with authors and invited, keynote presenters/symposium chairs
will be the responsibility of the Publishing Content Co-ordinator. All matters concerning
expenses, travel, accommodation and audio visual requirements for presenters, in
whatever category, will be dealt with by the Publishing Content Co-ordinator.
Attendees are always alerted to visa requirements, with special emphasis on those
from developing countries where applications can take months to process. Elsevier
issues a letter of invitation to the conference to individuals who require this
for their visa application. However, mindful of spurious requests for invite letters,
Elsevier may request an official document from the institute in support of the individual
Extensive marketing capability
A key element of our service is to provide a complete tailored marketing solution
that ensures the communication surrounding this prestigious event reflects the aims
of the conference and achieves the target delegate numbers. To ensure a timely and
rapid production of all the marketing materials, including websites and emails,
we have developed a Content Management System.
Elsevier will make the services of a Marketing Manager available who will be responsible
for devising the strategic and tactical marketing plans, overseeing the creative
and design elements, monitoring progress; responses and expressions of interest
are collated and analysed and a detailed pre and post-conference marketing report
would be submitted to the Organising Committee (OC).
Reed Elsevier owns 25% of the world’s science, technical and medical
(STM) databases and access to these means that Elsevier can offer an unrivalled
Working within the approved marketing budget, Elsevier’s Conference Marketing Manager
would draw up a marketing plan for approval by the OC. This would include key dates,
proposed mailing lists, diary listings, advertising and journal inserts. Overall
the plan will focus ion the following key elements:
- 1st announcement/news updates
- Abstract submission
- Early bird delegate acquisition
- Full delegate acquisition
The Marketing Manager would provide ideas for design of the conference web site
and once active, would manage and update it throughout the campaign.
Opportunity for publishing output
Close collaboration of the conference staff with colleagues in publishing during
all stages of the project ensures maximal and most effective synergy to the benefit
of the conference.
As publisher of premier journals in the field, Elsevier would welcome the opportunity
to further support the work of its valued partner via top relevant journals’ brands.
We envisage the following outlets for the contributions from the conference:
- Abstracts Book/CD/USB stick
- Annals Procedia: Option of online hosting of all accepted conference
presentations via ScienceDirect, guaranteeing global visibility.
- In agreement with the Journal’s Editor and Publisher, best quality
conference papers (number to be determined) could be published in updated/expanded
form as a special issue.
Dedicated commercial sales department
With over 40 conferences a year the Elsevier portfolio of events provides a direct
route to global researchers and industry representatives in a number of communities.
Our sponsors and exhibitors have the opportunity to network face-to-face with some
of the leading names in the field and to build brand awareness and partnerships
with international delegates.
Marketing Opportunities and Solutions for all Objectives and Budgets
Our range of events offers targeted on-site and pre-event brand building and direct
selling opportunities. Packages are available for individual events or across a
range of events to:
- Increase brand awareness via both onsite and pre-event exposure
- Enhance relationships with existing customers and meet new ones
- Sell direct to international buyers
- Generate sales leads and educate the market
- Demonstrate products or services and launch new products
- Position your organisation as the leader in the field
- Seek international partners and form new alliances
A range of options are available to suit every objective and budget. Industry can
choose from high-impact, profile-raising, sponsorship across the entire delegate
audience, such as our main sponsor packages or individual items such as the registration
desk and delegate badges.
All sponsorship options offer both on-site and pre-event promotion of your brand.
In addition to the specific features of each package, all sponsors receive promotion
via the event website and their logo and short profile in the delegate materials
and pre-event marketing materials.
Most events also offer the option for direct selling to delegates via table top
and shell scheme exhibition booths. Check individual event guides for details or
ask your sales representative.