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 The Company
 Planning the Conference
 Promotion and Marketing
 Database Management
 Technical Coordination
 Exhibition and Sponsorship
 Conference Proceedings
 Pre & Post Conference Tours
 Why GeTS?
AICOG 2007

The Company

GeTS (Global e Travel Solutions Pvt. Ltd.) present itself as a leading Travel and Event Management Company, provides end-to-end travel solutions and services, and help organize all types of conferences at local, national and international levels. We in GeTS offer clients comprehensive travel management programs focused on their unique requirements, assuring high quality and cost-effective approach in managing events and conferences.

Our annual turnover is around Rs. 100 Cr. About 85 well-experienced travel professionals are in service at GeTS in Delhi and in its Hyderabad and Mumbai branches. Plans to set up branches in the remaining metros are in the progress. We are recognized by various leading international and domestic airlines like KLM, British Airways, Lufthansa, Ethiopian Airlines, South African Airways and Jet Airways to name a few of our achievements. Some of our selected clients include – Educational Consultants India Ltd., Energizer Group, Hewitt Associates, Korn/Ferry International, International Electron Devices Ltd., Indian Sugar & General Engg. Co., Modi Korea telecom Ltd., Radico Khaitan Ltd., Silicon Graphics India Ltd., Vintron Groups of Companies, Samtel Group of companies, Asahi India Safety Glasses Ltd., Grasim, Super Cassette Industries Ltd., and ABN AMRO Bank.

GeTS’s achievements as a conference management service provider could be best described with reference to its recent success on APASL(Asian Pacific Association for the Study of the Liver) Meet, Dec. 04, New Delhi – one of the premier liver association in the world.

The various tasks handled by our experienced team in this conference included—Sponsorship, promotion, generation of funds for APASL, Conference secretariat work, venue arrangement, accommodation, transportation, travel, pre & post conference tours, website promotion, special cultural, musical and fashion shows, abstract collection, airport reception, foreign exchange on arrival, designing layouts and printing of conference posters and banners, brochures etc.

It is the presence of a professional, comprehensive and affordable management team that determines the success of a conference. We in GeTS nourish and nurture this very important requirement and work to help organizers meet their specific goals.

Based on our expertise we offer the following client oriented services for smooth and efficient running of conferences.


Our Services

Planning the Conference

• Consulting and advising the Conference chair and committees through both individual interaction and committee meeting.

• Help develop a detailed plan for implementation of services and activities required throughout the conference.

• Research and negotiate specific contracts for the conference, and provide staff assistance to the conference chair and committee in handling various conference programs.

• Find the perfect conference sites at best possible venue rates.

• Compiling and updating budget with the committee and conference chair.

• Provide assistance in accounting prior to and during the event and make arrangements for auditing of final accounts.

• Help find out the right speaker to kick off the event and determine the speaker’s on site requirements.


• Provide a fully equipped and professionally run conference secretariat for registration, marketing, updating and keeping track of all the important activities of the conference including budgeting, online presence, promotion, planning, sponsorships, exhibition, manning the airport for reception, hotel booking, transportation etc.

• All correspondence and enquiries of the conference will take place under the control and guidance of the secretariat in full coordination with the conference chair and committee members

Venue and contract negotiation

• Select an appropriate venue for the conference and inspect the site in person.

• Identify features and services that selected sites will require to support the meeting, including accessibility features, transportation, etc.

• Collect and prepare conference information outlining meeting space requirements, catering needs and conference history. Research meeting, hotel and event facilities.

• Contract negotiations for meeting facilities, hotels and other venues deemed necessary in the meet.


Promotion and Marketing

• Determine target audience for the conference.

• Provide assistance in designing and implementing effective strategies for the promotion and marketing of the conference including email marketing, telemarketing, online event registration, pre and post-event communication.

• Maintain customized mailing and marketing database of the event under the control of an experienced staff.

• Make adequate arrangement for design, printing and mailing brochures and other important promotional materials.

• Prepare advertisements for publication in appropriate journals, magazines and websites.

On-line web services

• Prepare and design a home page for the conference.

• Develop website-featuring details of the event including on-line registration with credit card transactions, submission of papers, queries, visa assistance and other technical program information.

• An independent technical team specialized in website maintenance, content development and updating of site will look after the conference site 24 hrs a day.

Abstract Collection and Customized Database Management

• Prepare abstracts forms and make it available through web. Produce various reports for author correspondence.

• Receive and keep track of abstracts and other paper submissions for the conference.

• Provide data entry and manage paper databases of all the activities of the conference.

• Prepare technical paper or session lists, author index, table of contents as and when required during the event


Transportation and Hotel Booking

§ Arrangements for hotels and lodging requirements both for groups and individual during the conference.

§ Negotiate for reduce group guest room rates and research for other low cost alternatives and meal services.

§ Plan adequate arrangements for transportation like airport pick up facility and shuttle services from hotels to venue and venue to hotels as per requirements.

Audio Visual & Technical Coordination

Audio visual & technical presentations are an important part of a modern day conference. It decides the fate of a conference and helps meet the specific goal of the organizers. So whether it’s a scientific conference, business meet, industrial seminars or any event under the sun a good and up-to-date audio visual & technical infrastructure is inevitable. Keeping this view in mind we lay special emphasis on this core sector by –

• Determining appropriate audio visual requirements for the conference and provides latest of equipments including efficient technicians and operators.

• Coordinate with technical program representatives and plan to facilitate individual speakers’ request.

• Research and plan for Internet access, needful computer usage and video conferencing system including projectors, VHS video player and monitor, flipchart stand, good sound system and microphones, cassette & video recorder etc.

• Offer on site administrative requirements like Xerox, fax and telephone facilities.


Exhibition and Sponsorship

• Plan and set budget for the exhibition program with the committee members.

• Select sites for exhibition and negotiate rental fees, sponsor fees and benefits. Provide suitable means for staging the conference exhibition.

• Help gain sufficient support and interest from all those who attend the meet so as to make the exhibition worthwhile.

• Negotiate with related companies for sponsorship prior to the conference.

• Produce promotional materials including exhibition prospectus, floor plan and contract.

• Provide adequate staff liaison to assist exhibitors throughout the conference

Speakers & Faculty

• Contract workshop or tutorial presenters and speakers for the conference and outline expectations, responsibilities and fee structures.

• Gather speakers’ backgrounds and other necessary details including titles of talks and lectures for the conference.

• Confirm final program arrangements including travel, hand-out materials, audiovisual equipment requirements.

Conference Proceedings, Preparation and Production

• Coordinate the design, indexing, pre-production, printing and publication of conference proceedings in close cooperation with the conference committee.

• Prepare and produce conference proceedings in CD format to distribute to the delegates if required. The CD of proceedings will capture major issue areas addressed at the conference by the invited speakers.


Registration Services & Poster Session

• Registration of delegates, speakers, accompanying persons, correspondence with participants, setting up computerized mailing lists for all participants, handling confirmations and invoices for registration, compilation of conference documentation and folder, name badges, issuing conference documentation.

• Provision of final list of participants in an agreed machine-readable format.

• Maintain registration database and accept and process registration forms and fees through Internet.

• Regular intimation about enrollment reports to the committee.

• Assist the committee in organizations of poster sessions by designing poster layout and preparing instructions and information for poster presentations.

• Research and select adequate space for poster presentation.

• Determine poster board specifications and select poster board provider.

• Provide assistant in the organization of poster session.

Pre & Post Conference Tours

• Planning of tour programs in and around the conference site. (Arrangements are also possible for touring other important destinations as per requirements. Whether it’s a historical tour, nature tour, wildlife, beaches or hill stations, we can arrange your every travel requirement)

• Provide onsite tour booking booth for helping the participants.

Social Events

• Special programs like art and culture show, music and drama, fashion etc performed by famous personalities can be arranged as per requirement during the conference.

• Determine food and beverage requirements; negotiate menus and prices.

• Research and select venues for off-site events if required by the committee.

GeTS’s careful and selective approach in organizing event and assistance to achieve its specific goal has earned great appreciation from various committee members including participants from different parts of the world. Now our enthusiast and fully equipped professional team, is ready to offer its best in managing conferences at all levels while leaving the organizers free to concentrate on their technical work.

Other Assignments

Airport Build & Supply Exhibition & Conference, Feb. (16 – 17), 2005, New Delhi.
Sintex Industries Ltd. Meet 2004 (Mauritius)
Cadilla Healthcare Ltd. Meet (Dubai)

Why GeTS?

All travel services under one roof: International and Domestic Air Ticketing. Rail reservation, Hotel Reservation, Foreign Exchange, Travel documentation, etc.

Special rates for hotels all over the country & abroad

• Arranging Conferences, Technical meets and seminars in India & Abroad.

• Use of latest technology in reservation such as Amadeus, Galileo and computerized accounting procedures.

• Turnover over Rs. 100 Crores (USD 22 Million)

• Over 100 professionals comprise the GeTS Family in Delhi and its branches in Hyderabad and Mumbai.


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