About the CMA Meeting Planner
We are a subsidiary of the Chinese Medical Association and are specialized in organizing conferences, conventions and meetings. The CMA Meeting Planner was established by the Chinese Medical Association in 1950. It began by providing organizing services to domestic medical conferences and medical academic exchange events. In the 1980s, China’s international medical exchanges and cooperation flourished, our business expanded to international medical conferences, conventions, meetings and special events. Now we organize more than 150 medical conferences and meetings annually. After decades of development, we have accumulated rich knowledge and expertise which will directly benefit your conferences.

About Chinese Medical Association
The Chinese Medical Association is the largest non-governmental medical organization in China. It was established by a group of medical professionals in 1915 with an aim to uniting medical professionals, upholding medical ethics and advocating social integrity. It currently counts over 430,000 members and 82 specialty societies. It publishes over 70 medical journals, as well as a medical bulletin and a medical education magazine.

Our commitment
Our commitment is to listen to your needs, attend to your needs by tailoring our services and make organizing a successful conference a happy experience without stress.

Our management structure

What we can do for you
We provide complete conferences and events management for medical organizations, associations and governments in China. Our services cover:

1. Bid assistance and policy consultancy
2. Planning, marketing and budgeting
3. Registration management
4. Abstracts management
5. Exhibition and sponsorship management
6. Venue and hotel bookings
7. Applying for Continuing Medical Education (CME) credits
8. Publications design and printing management
9. On-site management
10. Media relations
11. Social program management
12. Website design, maintenance and updates
13. And other services including transport, conference tours, freight forwarding, equipment rental, etc.

Bid assistance
In the modern competitive world, bidding is becoming increasingly important. We provide to medical organizations complete bid assistance for medical conferences and meetings. Such assistance includes:

1. Complete consultancy on how to make a successful bidding
2. Complete consultancy on government policies and regulations on holding conferences and meetings in China
3. Seeking support from government and relevant medical institutions
4. Providing a set of complete bid documents, video and presentation slides
5. Dispatching advisor(s) for on-site assistance

Planning, marketing and budgeting
Good planning, marketing and budgeting are a prerequisite for a successful event. As an experienced professional conference organizer (PCO), we can assist in the following aspects:

1. Developing a progress timetable based on the size and preparation length of your conference/meeting
2. Developing a detailed action plan based on the progress timetable
3. Budgeting for your event to effectively control the costs and ensure a cost-effective outcome
4. Developing a marketing strategy to maximize the visibility of your event among potential participants, exhibitors and sponsors
5. Producing marketing materials, such as announcements, posters, videos, etc.

Registration management
Registration is a key part of your event but can be extremely time-consuming if you opt to take on the responsibility yourself. It is the first process that your participants will experience and it needs to run like clockwork.

Decades of experience in registration management have prepared us to assist you in:

1. Consulting on drafting of the registration form
2. Establishing an email account for the conference to handle enquiries
3. Setting up a specific website for your conference
4. Programming a computer-based database to process the receipt of registrations and to protect integrity of registration data
5. Handling day-to-day enquiries from participants and sponsors
6. Processing registration and sponsorship fees, transferring to your nominated account(s) and preparing financial reports
7. Providing for participants to set up a unique password to enable them to re-enter the database to make changes and print out confirmations
8. Preparing statistic reports on participants and sponsors

Abstracts management
We are a subsidiary of a non-governmental academic organization. Abstracts management has been at the core of our business. Our abstracts management services cover:

1. Drafting the abstracts submission form with all the instructions on how to prepare abstracts, requirements, means of submission, and timelines of processing abstracts
2. Establishing an email account for the conference to handle enquiries on abstracts
3. Setting up a specific website for abstracts submission and management
4. Programming a computer-based database to process abstracts and to protect integrity of abstracts data
5. Handling day-to-day enquiries on abstracts
6. Providing for participants to set up a unique password to enable them to re-enter the database to make changes and print out confirmations
7. Notifying abstracts arrangements, oral presentation or poster display requirements
8. Preparing statistic reports on abstracts based on topics, presentation types, etc.

Exhibition and sponsorship management
Our past experiences have enabled us to provide first class services to your conferences. We are specialized in:

1. Strategic management and sponsorship sales
2. Exhibitions to complement conferences, congresses or seminars
3. Public exhibitions
4. Total exhibition stand management

Our aim is to maximize the impact and revenue of your event. Our services cover:

1. Developing a target sales strategy to identify potential sponsors
2. Producing supporting sponsorship selling publications and materials
3. Action sales and marketing to sponsors
4. Managing all administrative and contractual functions
5. Building relationships with clients and delivering benefits
6. Managing on-site delivery of sponsors’ expectations and entitlements
7. Evaluating sponsorship services and delivering evaluation report

Venue and hotel bookings
Finding appropriate venue/hotels for your event can be difficult and time-consuming. Our history of 55 years has helped us collect abundant information and develop an extensive network of conference venues and hotels in most major cities in China. We can share with you our information and provide consultation on practical matters based on your needs. We also can:

1. Recommend and select venues and hotels to suit your budget
2. Negotiate venue contracts to best protect your interests
3. Negotiate room contracts to maximize your benefits
4. Block book rooms
5. Supply rooming lists
6. Attend to participants’ enquiries
7. Confirm and make changes
8. Finalize accounts

Applying for Continuing Medical Education accredits
As one of the leading PCO in the field of medicine in China, we are well experienced in applying to the American Medical Association, the Chinese Medical Association and other organizations for I CME credits for the participants of medical conferences. We can manage all the administrative and contractual functions of the applications.

Other services
Other services, such as publications design and printing management, media relations, social program management, website management, transport, conference tours, freight forwarding, equipment rental, etc. also constitute an integral part for a successful event.

We have developed an extensive network with service providers, mass media, etc. We are happy to share with you our information and make your event a successful one.

Quality Control Mechanism
Our continued success is inseparable from our quality control mechanism for projects of which we take part in the organization. Our quality control mechanism consists of process evaluation of the management services and outcome evaluation of the results of our services.

For every project, we invite the organizing committee and relevant evaluators to assess the proposal to make sure that the proposal is feasible, practical and in good standing at the very beginning. We then further the process evaluation with regular internal reviews during the implementation period. During the on-site management, we carry on to assess the outcome of our services in hope of informing a better proposal for the next conference.