Organizing a congress in Tirol
step by step to your dream event
Congress planning made easy thanks to the all-in-one service at the Gurgl Carat – From small seminars with 20 participants to congresses with over 500 visitors, our professional team offers true added value service in all matters when it comes to event organization. It comprises catering as well as hotel booking, hotel reservation, reservation tools for congress participation, planning of side & activity programs and a lot more.
Together we will organize your congress step by step.
Services for your event
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Advice on planning and organizing your event
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Booking of catering and support in creating the menu
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Booking of external breakout rooms on site
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Hotel reservation and hotel booking
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Planning and organization of side program
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Arranging transfers to and from the event venue
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Assistance in creating an overall budget
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Branding of your event and assistance in the field of marketing
In safe hands
The organization of an event is very extensive and involves a lot of time. In addition to planning the overall content, a successful event also depends on the framework conditions. Which location suits the event format best? Is catering required? Where will the participants be accommodated? As your on-site agency, we not only know the answer to all these questions but we also support you with the complete planning process of your event. This ensures more time to concentrate on the content of your event.
Creative event ideas
Our experienced Gurgl Carat team will support you from the initial idea to the planning and organization of the event and its successful implementation. We know all the relevant partners on site to make your event a top-class happening. Be it an exclusive hut evening or a mountain gondola breakout, branding in the village or gala dinner at over 2000 meters, cinema experience or alpine team building - we make it possible.
Congress planning at Gurgl Carat
As event professionals, we know what is important when organizing a congress. That's why we support you with the planning right from the start. The following step-by-step guide gives you a rough overview of the most relevant components of the organization process.
Not all congresses are the same. From scientific symposia to annual general meetings, the range of congress formats is diverse. The first step is therefore to decide what type of congress you would like to organize. This usually results in further specifications such as the topic, the duration of the event, the lead time, etc.
These two items go hand in hand, as popular congress locations are booked out quickly. You should therefore start planning well in advance and also have alternative dates ready in case your preferred location is already fully booked on one date.
The choice of venue is closely linked to the previously defined objective of the congress. The following are important factors when choosing a location: Number of participants, event budget, accessibility (e.g. travel options, distance to participants' homes), infrastructure (in particular accommodation, restaurants, options for supporting programs) and equipment of the location (technology, interior, branding options, etc.).
Based on the congress location, you can now plan everything else for your congress. Check what equipment is already available and what additional equipment you may need to hire. Chairs, tables, flipcharts, projectors, screens and Wi-Fi are usually available in every larger event location. However, technical equipment in particular (such as microphones, digital whiteboards, a camera system, etc.) often has to be hired separately. Think about the type of seating (theater, seminar, block, etc.) in advance.
Find out more about the technical equipment at Gurgl Carat.
Once a suitable congress location has been found, the next step is to plan accommodation, catering and the supporting program. The type of accommodation depends largely on the budget. This also brings up the important issue of catering. Is breakfast provided in the hotels and apartments or will the participants get it at the congress center? Should there only be a quick lunch, e.g. as a flying buffet? Will dinner be served together or separately? Are there special theme evenings that require a certain dress code? You should also think about the supporting program during the congress in advance. What options are there on site? Is participation voluntary or compulsory? Does the social program require a certain choice of dress, which must be communicated in advance?
The rough content planning already takes place in step #1. Now it's time to finalize it and draw up a precise schedule. You now know when the participants will arrive, what the meal times are and which supporting and evening programs are already on the agenda. Now is also the right time to finalize the selection of speakers. Marketing should also be in full swing by now at the latest.
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Frequently asked questions
There is a lot to consider when planning and organizing a congress, meeting or event. Planning can be roughly divided into two main elements: content planning and formal planning. When planning the content, you define which topics will be dealt with at your congress, which speakers will present and who is allowed to participate. The formal planning is about the organizational side of the event: where does it take place, how many participants fit into the event center, what accommodation is available, how can the arrival journey be organized, etc. So that you can fully concentrate on your event’s content planning, the professional Gurgl Carat team takes care of the formal organization of your event on site. Read everything about our range of services here.
At a congress, a certain topic is discussed and debated. A congress can consist of several event parts, such as workshops, seminars, plenary discussions, exhibitions, side programs and activities etc. Would you like to organize your congress in the Alps? Gurgl Carat supports you in planning your congress. Find out everything about the service here.