+44 (0)1920 885162 Rapier House, Crane Mead, Ware, Hertfordshire, SG12 9PWWe are a Rapiergroup company

Conference and Exhibition Management


Hampton Medical organises a diverse range of events, from small advisory board meetings to medium-sized educational conferences and large international congresses. Services include:

Initial Planning
  • Discussion of overall aims and objectives
  • Liaison with client and scientific advisors regarding the scientific programme
  • Preparation of organisational timetables
  • Applying for subvention and civic support


  • Investigation and recommendation of venues
  • Liaison with venue, caterers, signage contractors, audiovisual technical managers
  • Stage set design, scientific poster display and seating arrangements
  • Negotiation of preferential rates & payment schedules with hotels/universities
  • Targeted publicity campaigns (direct mail, advertising, society mailings, internet, publicity at related events)
  • Identifying and approaching potential sponsors and exhibitors
  • Preparing exhibition floor plans, exhibition manuals and exhibitor supervision on site to the latest CDM regulations.
Social Events
  • Organising welcome receptions, conference dinners, speakers/VIP dinners, theatre evenings, entertainment, coach transfers
  • Budget and cashflow forecasts
  • Advising on VAT, insurance, charitable status and legal issues
  • Preparing final accounts

Delegate Management

  • Preparing meeting announcements
  • Delegate registration 
  • Delegate liaison
  • Preparing conference material