Conference Management

Conference Management Services is a full-service management company which specializes in the complete management of both technical and non-technical conferences, workshops, seminars, and symposia. Our team brings over 15 years of experience in meeting, symposia, and conference management. Our knowledgeable employees bring a variety of skills to the table to create a successful event and give your attendees a unique and memorable experience.

Top Rent can provide services all over the globe. Since our founding in 2005, Top Rent has organized conferences and meetings on over 20 countries in events ranging from a few dozen to thousands of participants. Our philosophy of client’s first and exceeding expectations provides the foundation for our success and our clients.

Onsite logistics and management

Once your conference kicks-off we’re your go-to-resource for onsite logistics and management services. We work with hotels and vendors, handle onsite registration, oversee transportation, manage special event production, coordinate session materials and audio-visual equipment and more.

Registration Services

Give your attendees an easy to use on-line system.
  • Considerate Customer Service
  • Online Registration System
  • Online Credit Card Processing
  • Accounts Receivable Management
  • Badge layout and printing
  • Automatic email reminders for approaching registration deadlines
  • Refund Processing
  • Onsite registration staffing
  • Real-time reports
  • Post Conference Reporting

Event Organization

Successful conferences take a lot of planning and hard work.
Our team will manage the tasks from contract negotiation, supplier management, and more.
  • Site Sourcing/Selection
  • RFP Development and Distribution
  • Contract Negotiation
  • Contract Management
  • Conference Calling

Technical Paper Management

For many conferences and symposia the technical program and papers are the backbone of
what draws people to attend.
CMS can help with your technical program in a number of ways.
  • Provide a system for paper submission
  • Set up an on line review system and database for papers
  • Assist authors and reviewers with technical support
  • Assure that all papers are formatted correctly
  • Provide the technical program on conference website

Website Services

First impressions are lasting impressions.
Top Rent can provide an enjoyable online experience with well-designed websites to provide
important information and on-line registration.
  • News and Announcements
  • Venue and Hotel Information
  • Up to date Technical Program and Schedule
  • Attendee Registration
  • Paper Submissions
  • Exhibitor Information

Recording Services

A new venture in our services includes screen capturing of presentations in conjunction
with the audio of the speaker.
This is a great, inexpensive way to archive your conference or meeting.
  • Audio recordings of presentations
  • Slides synced with the audio
  • Top Rent can store recordings for up to a year
  • Allows interested individuals to listen to presentations they might have missed.

Housing Management

Top Rent can provide an on-line housing reservation system that will allow for constant real-
time accurate information for you, the property, and the attendee.
  • On-line Hotel Reservation
  • Work with the hotels on contracts and venues
  • Identify an appropriate host hotel and additional housing opportunities covering a wide range of rates
  • Create and maintain a housing system on the conference web site
  • Negotiate contracts to insure the maximum benefit to the conference

Publications Services

Top Rent can organize the publication, printing, and mailings of materials for the
conference. We will work closely with your Publications Coordinator and prepare
conference materials that will contribute to a successful event.
  • Program of events on website
  • Printed Conference Guide
  • Electronic version of proceedings
  • Advertising Sheets and Brochures
  • Organizational signs
  • Exhibit Prospectus

Mobile Application

Mobile applications allow attendees to manage their time through personalized schedules,
network with each other, sponsors, and exhibitors, and receive real-time updates.
  • Editable Schedule
  • Up to the minute accurate information as changes are made
  • Brows presentations by speaker or topic
  • Stay informed about Social Functions
  • Share contact information with fellow attendees
  • View a list of exhibitors and keep track of which booths you have visited