Conference Management

Conference Planning

K.I.T. Group has dedicated teams specialized in events on all scales from national to international. Upon the signing of a contract, we appoint an Account Director personalized to your company. The Account Director is the prime point of contact between your association and your partners. They are also the key representative of your event throughout the entire life cycle of the project. In addition, each project will have a Project Manager for administrative and operational support. The main responsibilities of the Account Director and the Project Manager are to guarantee your event’s success and to ensure that your conference meets all your requirements. Your Account Director and Project Manager are your representatives within K.I.T. Group and are here to ensure stability and strategic development.

Venue & Supplier Management

We have logistical and procurement experience for all venue types, allowing you and your conference to benefit from our group purchasing power, internal guidelines, and know-how. Your assigned conference management team will support you in your conference preparation phase and with all on-site needs. They will manage the entire supply chain including creating SWOT analyses as well as procurement and coordination of all suppliers – offsite and onsite. Furthermore, the conference management team is responsible for all measures related to sustainability, corporate social responsibility (CSR), course crisis and risk management.

Financial Management

Your business is safe in our hands! K.I.T. Group’s Finance Department controls the overall financial activities and group-wide cash flow. Furthermore, all tax matters are handled in a centralised manner and in close relation to external international tax advisers. Responsible for all financial administration associated with registration, sponsoring, and conference budget, our finance experts are on hand to support you. They also assist with all aspects of pre-financing, credit control, cash flow, contingency planning, insurance, compliance, and auditing to always ensure financial security. K.I.T. Group’s Finance Department is prepared to help assure that all monetary angles are covered.

Programme & Content Development

Programme & Content Development deliver flawless and innovative content on all mediums – then develop derivative content-based products to maximise the impact of your event. Our content development and management team will handle all communications with contributors, faculty, reviewers, and speakers from start to end. By using our hassle-free management and programme planning tools, we can ensure the highest quality of content-based materials. We can also guarantee timely and valuable contributions from authors, speakers, chairs, and committees. Our skilled team will also take care of the CME accreditation process.

Communications & Design

Our in-house team of web and graphic designers, communications experts, and data managers will help you reach your target audience. They use their expert knowledge to develop and implement a 360° communication strategy for promoting your conference and engaging all stakeholders. Their expertise ranges from signage concepts, booklets, websites, video production, press conferences to social media coverage. K.I.T. Group will help you shape your ideas and work on them to increase visibility.

You will benefit from extensive media coverage and a communication strategy customized to your association and your conference. Our communications and design team offer all-around support for your media and marketing requirements. This includes consultation, design, website development, social media presence, networking, campaigns, editorial collaboration, and evaluation.

We help maximise the impact of your brand and content while enhancing your overall presence. This allows us to correctly position your conference and generate high attendance rates.

Delegate Services

Every participant’s experience starts with the registration process and first impressions last. We don’t leave this to chance. Our state-of-the-art, flexible online registration tool REACT (Registration and Accommodation Tool), is used to register your participants professionally, quickly and in accordance with your needs. Our Delegate Service Division is staffed by highly-trained individuals who strive to super-serve your delegates.

Our registration process is made up of our dedicated multilingual and multi-cultural professional staff, flexible and tailor-made online registration tools, a secure payment gateway, and mobile-friendly tools. On top of this, we also provide a client dashboard with 24/7 real-time statistics displaying registration and financial figures.

K.I.T. Group manages all incoming registrations and payments including reminder management. We also perform the onsite registration throughout the conference period, while coordinating and supplying all necessary technical equipment and office materials for the registration process.

Accommodation Management

Our accommodation team’s mission is to offer all participants the best option at the right price and in the right location.

K.I.T. Group works extensively with hotel chains worldwide, giving us an excellent negotiation base to acquire competitive rates and contract conditions for your event. This enables us to offer ideal accommodation solutions for your specific requirements.

Our multilingual staff is always happy to assist participants and groups, offering support in all aspects of their hotel needs. We guarantee attractive rates for VIPs, delegates, exhibitors, and staff. We offer a broad range of accommodation types, easy-to-use mobile-friendly online tools, secure payment systems, and web-based services.

Business Development & Industry Liaison

We manage tailored sponsor relations and ensure that exhibitors, advertisers, and other sponsors receive the service and return on investment they deserve – all while enhancing the overall value and impact of your conference.

Using our proprietary expo management tools and CRM, we craft stunning state-of-the-art exhibitions, workshops, promotional campaigns, and symposia. Our directive is to protect your association’s legitimacy and independence while working to secure optimal revenues.

K.I.T. Group uses a consolidated, easy-to-use exhibition service platform. This platform has helped us build and maintain sustainable relationships with our industry partners as well as help them accomplish their goals.

Information Technology

K.I.T. Group offers a wide range of web tools and software applications to deliver high-quality services and products for our clients. With these tools, we can administer the data of your delegates in a secure, transparent, and accessible way. Each solution has an appropriate measure of data protection and security is assured for all users. We comply with the applicable data protection laws and go beyond these with the implementation of superior data protection standards.

Our IT infrastructure at conferences and events is managed and administered by an experienced in-house team led by the designated IT expert for your conference. Our IT team has extensive conference experience and engages in continuous education. The technical requirements of the conference venues are always considered. At the conference, our IT team will set up the registration area and maintain technical support.

Destination Management

Our reputation is built on working with destinations, our focus is on the customer and our strengths are our local knowledge and know-how. This allows you and your delegates to feel at home wherever you are.

We develop unique and outstanding social programs which are a perfect mix of social events and tour packages. Our event managers design inspiring and engaging social programs which complement and enhance your conference experience.

We organise all aspects of concept development, live entertainment, stage construction, ticketing, catering, security, and transportation.

We design and produce an event which suits you best, no matter the financial requirements and size. 

Association Management

Day-to-day Office Management & Administration

The daily workload of an association can be very time-consuming. We are here to take care of your daily operations as well as the registration of your organization, and the maintenance of your bylaws and your articles. We maintain your legal and fiscal representation and inform you about necessary insurance. Budgeting, bookkeeping, and auditing are of course part of our portfolio. We provide collaboration tools and facilitate workflow for your leadership.

Community & Membership Engagement

The relationship between an association and its members is crucial. Thanks to our multi-lingual call centre and our professional online support, your member requests are in professional hands. The satisfaction of your members is our mission; we implement necessary strategies to engage members more and to increase your membership. Our membership portals are easy to use and facilitate renewals and recruitment. Because of our CRM tools for campaigning, we can guarantee successful communication with your members and other target groups. We coordinate and manage your committee, important meetings, grant administration, and of course your elections.

Non-dues Revenue Generation

A successful society needs reliable partnerships. We not only look after your industry and sponsor relations but also research new fundraising opportunities for you. Entering new markets and developing new product strategies will support the sustainability of your society. Sales and the distribution of publications and other scientific products are part of our everyday business. We will also be happy to provide our compliance expertise.


Behind every successful association, there is a consistent strategy. Our expert consultancy consists of advising on best practices so that you can benefit from the experiences of other associations and more. We can help you build up your objective and define a clear vision. We harness new technologies so that your association will always be a step ahead, consulting you on the funding of your projects and risk mitigation.


Internal & External Communications

We believe communication is the key to success. We enhance your image by administrating and promoting your brand. We can develop a multi-stakeholder value proposition and lobby for your organization. Our experts will take care of your website design and management as well as your newsletters. Due to our CRM tools for campaigning, we can guarantee you successful communication. We will be at your side for whatever event you are planning

Public Event Management

Concept Development 

  • Overall creative design
  • Brand and licensing
  • Sponsor Opportunities
  • Artist & partner curation
  • Financial modelling and support

Content Management

  • Pre-marketing
  • Artist booking and management
  • VIP protocol and hospitality
  • Product integration
  • Social Media
  • Media relations
  • Live TV Show production

Event Production

  • Permits and authority issues
  • Supplier management
  • Logistical coordination
  • Security, health & safety
  • Ticketing
  • Lead generation
  • F&B concept & management

Digital Event Management


An effective digital event is like a live event; it must have a clear purpose and a strong directive. Who is the audience? What information should be shared? The answers aid in designing the most engaging event possible. We are at your side, helping create a strong first impression to increase registration numbers while delivering quality content to assure repeat audiences.

Our Services: Event Design | Programme Creation | Monetisation Strategy | Virtual Platform Selection | Engagement Strategies | Virtual Platform Management | GDPR Compliance | Corporate Social Responsibility | Financial Management | VAT / GST Consultation | Media Library | Post-Event Analytics & Reporting | Post-Event Survey 

Delegate Services

Digital Events have many of the same requirements as in-person events regarding the registration of delegates. Intuitive interactivity is a primary directive in designing registration systems for digital events, as it is the first impression of the platforms to come. Our platform, OPADE, is as intuitive as possible while maintaining a personal touch.

Our Services: Registration Set-Up | Registration Management | Access Rights Consulting | API Connections | RSVP Group Bookings | CME Processing | Dashboard | 24/7 Support Team | Post-Event Registration Management


Business Development / Industry Liaison

Sponsorship for the digital event world is significantly different from face-to-face events. Our duty is to offer industry partners many innovative digital sponsor-ship items and virtual booth packages. We find ways to involve the industry before, during, and after the event. Moreover, offering clear sales marketing initiatives and product concepts with fair pricing.

Our Services: Consultancy for Optimal Industry Involvement | Conception of Product and Pricing Strategy | Conception of Sales Strategy | Acquisition of Sponsors and Exhibitors | Compliance Insurance and Consultancy | Virtual Exhibition Design | Engagement Strategies | Provision of ESOS | Inclusion of Innovative Digital Sponsorship Items | Video Production for Sponsors | Industry Channel on Virtual Lobby | Recording & Production of Industry Symposia | Sales Marketing Initiatives | Data Analysis to Sponsors & Exhibitors


Marketing, Communications & Design

Our specialists offer content and community management for campaign-based social media performance. We put together a custom digital marketing plan based on your goals. The intention is to design a brand language which illustrates your association and then spreads that message in a driven way.

Our Services: Strategy & Planning | SEO Strategy | Landing Pages | Google Ads & SEO | E-Mail/Newsletter | Social Media Management | Social Media Advertising | Search & Display Advertising | Video Production | Design of Promotional Elements | Creation of Corporate Design | Rights of Use – CI | Rights of Use – Video


Incorporating professional-quality video into a digital event enhances the viewing experience for your delegates. Keeping audience attention is even more challenging in the age of smartphones and tablets. Exceptional speaker presentation and engagement are of utmost importance and K.I.T. Group’s professional production management team is here to help.

Our Services: Production Management | Presentation Management | Offsite Live Stream Management | Online Technical Support Team | Live Stream Production | Studio Production | Live Virtual Production with Remote Speakers | Virtual Platform Stakeholder Coordination | Virtual Platform (Internal Tool) | Allocation of Support Staff for Chat & Help Desk | Postproduction


Programme & Content Management

K.I.T. Group offers a customisable content management tool to handle submission, review, and selection of abstracts. After defining the programme, we send invitations and manage correspondence with your faculty. We have put together a detailed “how-to” of best practices for digital presentation and offer training before the event.

Our Services: Speaker Management | Online Session Planner | CME Accreditation | Abstract Management | Speaker Rehearsals | Green Room Support | E- Poster Management | Online Library | Virtual Programme Planning Meetings | Digital Programme Consulting