MAW is the outstanding partner for medical societies in the overall organisation of physical-, hybrid- and virtual-format congresses. Amongst others, the Company addresses itself to acquiring sponsors and advertisers as well as to planning and organising accompanying exhibitions. With its specialised organising and advertising teams, we are proud to provide decades of experience, excellent company contacts and robust collaboration with event venues and technology groups, as well as with the authorities.

In addition to the traditional congress format, MAW is an expert in organising virtual and hybrid events. In association with its long-term partners, MAW creates digital communication platforms that facilitate cross-border online encounters. Assisted by live streams and interactive tools, we identify tailored solutions for virtual congresses, and (practically) no limits are set to our efforts in terms of hybrid congress formats. Amongst others, our services aim:

  • to select the best technology providers for your event
  • to put together appropriate sponsor packages
  • to advertise and support the sponsors
  • to manage and register the participants
  • to provide continuous pre- and post-congress assistance

The key factors for the successful advertising of exhibitions are:

  • a dedicated advertising and sales team that actively contacts potential exhibitors and explains the advantages of the respective congress
  • a large and continuously maintained database with relevant contacts in Austria and abroad that covers the various specialised fields
  • longstanding good personal contacts within the industry, continuous communication with the exhibitors

MAW has been competent in these areas for decades and has contributed to the success of many congresses.

… these are the related “To Dos” in brief: exhibition conception and scheduling, address research, invitation brochures and contract forms for the industry, continuous communication with the exhibitors, accounting and administration of incoming payments, reports, clear and transparent payment arrangements with the congress organiser.

The search for sponsors that are willing to provide additional support for a congress is always a major challenge as well. MAW is also there to help congress organisers with these matters by:

  • creating a customised sponsorship concept
  • to help acquire new sponsors
  • to ensure the seamless completion of items on the agenda
  • to offer special guidance to these important partner companies
  • in processing company contracts and in accounting

Not to be forgotten: compliance, ethical standards and anti-corruption guidelines, etc.

These tasks require organisational talent, precision, good planning and flexibility on-site. Many details have to be taken into account and many exhibitor questions have to be answered – these are the most important steps in brief:

  • planning of the exhibition spaces with an eye for ideal space distribution and use
  • distribution of stand spaces for sponsors and exhibitors
  • creation of a technical handbook with all the relevant logistics and technical information as well as order forms for additional services
  • order invoicing as well as a central contact center for exhibitors, agencies and stand assembly companies during the planning phase and on-site
  • verification and authorisation of stand assembly plans
  • coordination with the congress venue, freight forwarders and all involved partner companies
  • on-site service counter throughout the entire duration of the congress

Announcements, congress posters, folders, pre-programmes, congress programmes – all of these items require designing, typesetting, printing, mailing and especially financing. In this connection, MAW offers multi-level support:

  • the acquisition of advertisers for congress announcements and programmes to cover part of the programme printing costs
  • coordination of the programme composition and printing. Printing can be completed quickly and flexibly by Robidruck, our own printing shop -
  • compiling of doctors’ addresses as well as the completion and mailing of all the relevant congress printed matter. Our in-house, specialised mailing service center (Ärztezentrale Adressenverlag) provides up-to-date Austrian medical addresses and can also be used to organise foreign/international address groups -

As a PCO, MAW relieves scientific societies of the organisational challenges associated with the successful preparation and smooth implementation of congresses. Our comprehensive contribution to success consists in:

  • budget preparation and control, balancing of congress accounts
  • selection of suitable event venues
  • programme coordination and abstract management
  • acquisition of sponsors and advertisers
  • exhibition organisation
  • participant management incl. registration
  • settlement and administration of participation fees
  • applications for and submission of DFP points to the continuing professional development programme of the Austrian Medical Chamber
  • speaker support
  • coordination of external partner companies (technology, catering, security, stand staff, etc.)
  • congress websites and apps – coordination of programming, contents and administration
  • preparation of COVID-19 prevention concepts

Together with the stand building team, MAW offers the following services all over Austria and in neighboring countries:

  • standard rental modular booths
  • a furniture and equipment rental service for exhibition stands
  • registration counters
  • congress signage
  • poster walls for scientific poster exhibitions during a congress
  • coordination with partner companies for special and/or designer exhibition stands in Austria and abroad

Owing to many years of reliable congress-related cooperation, MAW enjoys the full trust of scientific societies in managing the agendas of their respective secretariats. As an association secretariat, MAW undertakes the following duties:

  • member support
  • financial administration of membership fees
  • administration and organisation of association agendas
  • coordination of scientific prizes, funding and grants
  • website management
  • planning of and support for association events