Conference Management

Identifying and selection of venue

In a medical convention / CME, the venue is of utmost importance. We at Vama Events are well experienced in identifying and selecting the right venue. Vama Events is the undisputed leader in the Western Region handling Medical Conventions. Due to the sheer no. of conferences and events handled by us, we are in a position to negotiate very competitive rates with various 5 star hotels, budget hotels smaller hotels.
The selection of venue is done keeping in mind the parameters such as Number of delegates, Main hall capacity, Number of parallel sessions, Number of Poster presentations-display/electronic, Number of trade exhibitors, Redgistraton area, area for lunch & social evenings, Secratariat, Preview & Media rooms.

Designing and Printing

We have a team of professional Graphic Designers who will be designing entire conference stationary and promotional material.
Our team will design all promotional material such as Conference logo, Letterheads & Envelopes,Receipt Book, Voucher book, Conference brochure, Final scientific book program,Website-HTML/Flash, Conference promotional posters, Badges and certificates, Meal Coupons, Inauguration/Banquet cards, Backdrops and banners, Podium banners, HTML links
Designing and printing is managed by professionals in-house designers printing of conference promotional material and stationary is done at very competitive rates.


We will assist the organizers in mailing of all conf brochures and promotional material. We use only authorized mailing agencies to post all conf material.Our mailing associates are GPO-General Post Office-Franking Dept, GPO-Book Post, Vichare couriers, Professional Couriers, DTDC Couriers.
Having managed various medical conventions over past 9years we have updated a comprehensive mailing list of Gynac, Gen Surgeons, Colorectal Surgeons, Endoscopy Surgeons, Laproscopic Surgeons, Orthopaedicians-Arthroscopy/ Arthroplasty/Trauma/Hip Knee/Spine, Pediatric Cardiologists Physiotherapists, Otaryngologists (ENT Surgeons), Physicians, Metabolic Surgery, Dental, NeuSurgeons Physicians, GI Surgeons, IVF Doctors, Interventional Radiologists, Anaesthesia, Cardiology.

Pre Spot Registration

All registrations are received at the official event management companies address. Our secretariat Executive acknowledges receipts of registration within 48hrs on email SMS followed by a hard copy of receipt and confirmation letter for the conference.
Vama Events has its own Online Payment Gateway
Registration counters are handled by professional well trained Executives.

Audio Visuals

We have procured state of the art latest technologically advanced audio visual systems. We have our own equipment to handle 14-18 parallel halls at any given point of time.
Our team of technical experts has successfully managed more than 50medical conf CMEs. Salient features of our AV Systems are HD Output mixers projectors Short throw projections, Giant screens, Live transmission of surgical procedures from hospitals to the conf venue using 2 mbps dedicated lines, ISDN lines, Satellite, Cabled wires, Web casting, Multiple images on 1 single screen, Photography.

Infrastructure Management

Our operations team will manage all the infrastructural requirements such as:

  • Trade Booths
  • Registration Counters
  • Stage and Backdrops
  • Program Standees
  • Water proof and sun proof pandals
  • Super structures and A/C hangers
  • Gates and Entrances
  • Signages


We will assist the organizers in Coordinating all sponsorship activities for the conference. We will liase between the organizers and the sponsors.
Generation of sponsorship will be the sole responsibility of the organisers.
We have an exhaustive database of regular sponsors/exhibitors who participate in medical conferences CMEs.

Procuring Permission Licenses

We will liase with venue authorities and all Government and Municipal authorities to procure various Permissions Licenses. The list of required indoor/outdoor licenses are as follows:

  • Public Performance License
  • IPRS
  • RTO license
  • Temporary Shade license from BMC
  • Hygeine & Scientist License
  • Generator License
  • Local Police Station
  • NOC From Entertainment Department
  • Premises License
  • NOC from Collectors Office
  • Fire and Safety License

Scientific services

We have secured user friendly softwares for managing of Abstract submissions and poster and paper presentations.
The abstracts/papers/posters are blinded and sent to the scientific chairman/committee. Our team of Administrative executives will liase with organizers on this.

Advertising & Marketing

We will assist you in advertising and marketing of the event to:

  • Delegates
  • Faculty
  • Sponsors
  • General Public through Print Media

Other Services

Bags: We will help the organizers in selection of Bags/Conference Gifts. Since we handle most of the medical events, we are able to negotiate very competitive prices due to bulk quantities.
Mementos: We provide organizers with a wide range of contemporary and traditional mementos.


We negotiate very competitive rates with the venue hotel for the accommodation of the delegates. The delegates are given categories for the same from which they have to choose from.We have tie up with some International hotel chains like:

  • Marriott
  • Hyatt
  • Trident
  • Taj Group of Hotels
  • Hilton
  • Radisson
  • Holiday Inn
  • Park Plaza
  • ITC Group of Hotels
  • Le Meridien Chain
  • Convention Centers in India.
  • Resort destinations all across India.

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