Organization of symposiums, scientific conference & events.

Why get support for your scientific conference, event or congress ? 

We’re more than a communications agency. We’re your partner for all the tools scientists need. Whether you’re organizing a scientific conference, symposium, or seminar, our 360° expertise ensures your event is a success.

We excel in creating tailored experiences for attendees, speakers, and exhibitors.

From managing poster sessions and crafting concise

presentations to enhancing networking opportunities, we help your event foster connections and showcase breakthroughs.

With deep knowledge of the academic and technological environment, we handle logistics, communication, and strategic promotion, ensuring your event attracts the right audience and stands out.

Partner with Perceptiom to make your event a great opportunity for insights, collaboration, and lasting impact.

Our organization and communication skills.

Event concept and branding

Logistics management

Platform and registration management

Media creation

Activation and media coverage

Live and rebroadcasts

Aftermovie and loyalty

Our portfolio.

Inserm

Danone

Highlight an innovation and strengthen a rigorous scientific discourse

Mane

How we organize your conference and event.

01. Briefing & Meeting

Defining shared specifications is central to our methodology for organizing congresses, scientific events, and workshops. This process is more than just planning—it’s an opportunity to challenge and refine your vision: number of attendees, speakers, agendas, round tables, venues, audience segmentation, and the optimal format (in-person, virtual, or hybrid).

**This step demands both rigor and an innovative, comprehensive perspective.** At Perceptiom, we anticipate multiple scenarios and thoroughly identify target audiences to ensure every detail is covered. **This approach allows us to deeply understand your needs, your participants’ expectations, and the event’s unique challenges.**

By **clearly defining your objectives**, addressing potential obstacles, and adapting to the specific requirements of each audience, **we deliver a seamless, professional event experience** that aligns perfectly with your goals. **With Perceptiom, your scientific event is designed to exceed expectations**, creating meaningful connections and impactful outcomes.

02. Defining the event concept

This step demands both rigor and an innovative, comprehensive perspective. At Perceptiom, we anticipate multiple scenarios and thoroughly identify target audiences to ensure every detail is covered. This approach allows us to deeply understand your needs, your participants’ expectations, and the event’s unique challenges.

By clearly defining your objectives, addressing potential obstacles, and adapting to the specific requirements of each audience, we deliver a seamless, professional event experience that aligns perfectly with your goals. With Perceptiom, your scientific event is designed to exceed expectations, creating meaningful connections and impactful outcomes.

03. Event creation, media coverage and logistics

Once your project is firmly established, the next step is to focus on the event itself and its logistics. Organizing a scientific conference, symposium, or seminar requires careful planning, which is why partnering with a reliable expert is crucial. At Perceptiom, we handle every aspect of your event to ensure it runs seamlessly and achieves maximum impact.

We take charge of key tasks such as:

Content creation tailored to the theme, including posters, a digital strategy, a dedicated website, and presentation materials for speakers.
Media coverage and activation, including managing registrations, press relations, and leveraging event-specific tools like a conference hashtag to amplify visibility.
Coordinating with exhibitors to create engaging showroom spaces and fostering networking opportunities for attendees

04. Event management

The day of the event is when all your preparations come to life. Managing this pivotal moment demands flawless coordination, and that’s where we step in to meet every challenge and take on the role of organizer for you.

On the event day, your priority is to engage with participants and foster connections. To make this possible, we ensure that every detail is meticulously managed:

Clear communication: All essential information is accessible to attendees, speakers, and exhibitors.
Logistical supervision: From welcoming guests and setting up rooms to managing schedules and ensuring smooth transitions.
Holding conferences and managing speakers: Ensuring each keynote speech, presentation, and poster sessionruns on time and delivers maximum impact.
Live sessions and audience engagement: Offering opportunities to present research, gain insights, and foster connections with peers.
Networking opportunities: Providing dedicated time and spaces for attendees, speakers, and exhibitors to build professional relationships and explore collaborations.
Respecting timing: Maintaining a seamless flow throughout the day, ensuring every aspect aligns with the planned agenda.

Every detail matters, from managing poster presentations and speaker introductions to creating spaces for networking and fostering new ideas. With Perceptiom, you can focus on connecting with your participants while we handle the rest.

05. Follow-up and post-event

Post-event follow-up is an important step to maximize the impact of your scientific conference, symposium, or seminar and measure its success. This phase provides an excellent opportunity to gather insights and connect further with attendeesand speakers, ensuring the momentum continues even after the event ends.

Collecting feedback
Gathering input from participants, reviewers, and keynote speakers helps you summarise the event’s success and identify areas for improvement. Use surveys or quick interviews during and after the sessions to assess satisfaction and refine future events.
Showcasing highlights
Share photos, slides, and an aftermovie that capture the essence of the event. These materials help promote the event’s success, reinforce your partnerships, and inspire collaboration for future projects. Highlighting poster presentations or notable moments can also boost visibility among your target audience.
Maintaining engagement
Stay connected with attendees by sharing follow-up emails, summarizing key outcomes, and providing resources such as recordings of presentations, abstracts, or keynote speeches. This reinforces your event’s value and builds trust with your audience.

Leveraging sponsorship and contributions
A detailed post-event summary, including feedback from attendees, sponsor mentions, and media coverage, helps highlight the event’s impact. This is an opportunity to thank sponsors and contributors while attracting potential employers, exhibitors, or partners for future events.

They trust us.

All you need to know about organizing scientific symposia and conferences.

Who's behind Perceptiom?

Perceptiom is a 360° scientific communications agency specializing in the organization of scientific events such as conferences, symposiums, and seminars. With more than 300 successful collaborations, we bring extensive experience and deep expertise in the scientific, technological, and academic worlds.

What types of events does Perceptiom organize?

We manage a variety of scientific events, including: Conferences Symposia Seminars Poster sessions Workshops Our team ensures that every aspect, from planning to execution, aligns with the needs of speakers, attendees, and exhibitors.

How far in advance should I contact Perceptiom to organize a science conference ?

It’s best to reach out to us several months ahead of your desired date. Organizing a scientific conference, seminar, or symposium requires careful planning and significant anticipation to ensure every detail is managed effectively.

We also help you consider the broader calendar of scientific events to determine the optimal timing for your seminar. This ensures your event fits seamlessly within the academic or scientific landscape, maximizing attendance and visibility.

By starting early, we can craft a tailored approach, whether it’s for poster sessions, keynote speakers, or networking opportunities, ensuring your event achieves its full potential.

What are the advantages of working with Perceptiom ?

Partnering with Perceptiom for your science conference, academic event, or international conference ensures a seamless, professional experience that maximizes the impact of your ideas. Our expertise allows you to focus on presenting your research, while we handle the logistics, technical services, and dissemination of information.

Here’s what Perceptiom offers:

Strategic dissemination of information : using a tailored media and digital strategy, we ensure your event reaches the right audience, fostering opportunities for networking and collaboration within your field of research.
Print materials for maximum visibility : from poster presentations and flyers to badges, we manage every detail to help you showcase your work effectively.
On-site coordination : we optimize time slots, keynote speaker schedules, and accessibility, ensuring a smooth experience for all participants, including presenters, attendees, and vendors.

Whether you’re attending a conference or hosting one, our full-service approach supports you at every step. We create environments that foster new ideas, highlight recent advancements, and build professional relationships.

Ready to plan your next scientific conference ? Contact us through our contact form.

What are the key factors to consider when organizing a scientific congress ?

For a successful science conference or international congress, it’s essential to:

Clearly define objectives : identify the purpose, target audience, and key outcomes.
Plan an engaging program : include keynote speakers, poster presentations, and opportunities to foster new ideas through lectures and networking.
Select the right venue : ensure accessibility for participants, suitable technical equipment (like audiovisual tools), and proximity to transport and accommodations.
Promote effectively : use newsletters, social media, partnerships with academic institutions, and calls for papers in specialized journals to reach your target audience.

How do you select the ideal location ?

Choosing a venue for your scientific conference or academic event involves :

Capacity : accommodating the expected number of attendees.
Technical requirements : availability of conference rooms, vendors for equipment, and tools like slides or booths for exhibitors.
Accessibility : proximity to public transport and accommodations for presenters and participants.
Attractiveness : consider whether the region will appeal to your audience, fostering participation and engagement.

What are the most effective communication strategies for promoting a scientific event ?

Promoting your scientific event can include :

Social media campaigns : use a conference hashtag to encourage engagement.
Newsletters : keep list of attendees updated with the latest news.
Academic partnerships : collaborate with advisor and colleagues to spread the word.
Calls for papers : submit to specialized journals to attract top presenters.
Direct communication : contact speakers, exhibitors, and collaborators for participation.

How to manage congress registration and logistics efficiently

Registration management : use a dedicated online platform for smooth handling of participant details and payments.
Logistics coordination : carefully plan meals, coffee breaks, and transportation. Ensure job opportunities and networking opportunities are incorporated into the agenda.
Communication : keep participants informed via email reminders, including tips to enjoy the experience and manage schedules effectively.

Does Perceptiom offer its services for events other than scientific symposia ?

Absolutely ! Perceptiom supports a wide range of scientific events, including seminars, academic conferences, and international congresses. Whether it’s presenting your research, organizing poster sessions, or showcasing new products, we work with you to create impactful, memorable events that align with your vision.

Is it possible to organize a symposium at a venue other than the university ?

Absolutely ! While academic institutions are often preferred for their resources and proximity to sponsors, our team can organize your symposium at a wide range of venues, including conference rooms, convention centers, or other event spaces tailored to your needs. It all depends on the experience you want to offer.

Once the date is set, we’ll help you find the ideal venue by considering factors like accessibility, capacity, and the atmosphere required for your event. Whether you’re planning a science conference, a poster session, or a networking event, we ensure the venue is perfectly aligned with your goals.

What's our role on D-Day ?

During the symposium, Perceptiom takes on the role of an orchestra conductor, ensuring all activities run smoothly and in synergy. From coordinating keynote speakers and poster presentations to managing technical aspects and real-time communication, we handle the complexities so you can focus on presenting your research and engaging with your audience.

Organizing such an event can be demanding, which is why we manage logistics, oversee vendor equipment, and ensure all schedules stay on track. This allows you to take a step back and focus on fostering professional relationships and enjoying the opportunities for networking that your event creates.

Why should you trust Perceptiom with your scientific conference ?

We tailor every detail, from venue selection to conference logistics, ensuring a seamless experience.
Our expertise includes academic conferences, poster sessions, and engaging networking opportunities to make your event impactful.
With us, you’ll save time while enhancing visibility, whether it’s through media coverage, elevator pitches, or fostering collaborations.