Every organising committee eventually googles this exact phrase — usually the week after realising the conference is 11 months away and nobody on the committee has sold an exhibition stall in their life.
The capability checklist that actually matters
Any vendor can promise “end-to-end”. Test them against the medical-specific list:
- Delegate systems — online registration with payments, badges, certificates, and a live dashboard your committee can open at midnight.
- Scientific workflow — abstract submission and review, session scheduling, hall management, AV that survives a live surgery relay.
- CME accreditation — do they know the hosting state’s medical council process and its timelines? Ask for the last conference they got accredited (how it works).
- Faculty logistics — international speaker invitations, conference visas, honorarium handling.
- Sponsorship sales — not “support”: actual pharma and device relationships, tiered decks, and revenue they’ll commit to targeting (what packages cost).
- Clean accounts — itemised budget going in, auditable settlement coming out.
Fee models, decoded
| Model | How it works | Watch for |
|---|---|---|
| Fixed management fee | One printed number for defined scope | Scope creep charges — get the scope list in writing |
| Percentage of budget | 8–15% of conference spend | Incentive to inflate spend — insist on itemised budgets |
| ”Free” / margin-embedded | Fee hidden in vendor markups | You pay more, invisibly — the worst deal disguised as the best |
The honest structure is a visible fee plus transparent vendor pass-through. If sponsorship revenue is strong — and professionally sold conferences routinely end in surplus — the fee stops mattering.
Red flags
- No named single coordinator (“our team will handle it”)
- Can’t show settlement statements from past medical conferences
- Wants delegate data ownership
- Vague about UCPMP documentation for sponsors
- Quotes a fee before seeing your delegate count, city and specialty
Where IndoMedTour fits
IndoMedTour Conferences runs the full checklist above — with sponsorship sales as a core strength, because we also work with pharma and device companies looking for the right specialty audiences. One team, one accountable coordinator, itemised budgets. Request a proposal for your conference — you’ll get numbers, not a brochure.