What makes Capital Chapter Partners the best? ABTS Convention Services speaks to the topics our members care about most!

Who we are:

ABTS, YOUR GLOBAL GROWTH PARTNER. ABTS offers customized services to ensure medical associations expand their reach and impact worldwide.

Our strategic global planning and growth consulting services assist medical associations in increasing their presence in international markets. We take a comprehensive approach, analyzing, evaluating, and implementing effective international growth strategies tailored to each association’s unique needs.

Partner with ABTS:

• Expand your global presence through strategic marketing and streamlined logistics
• Ensure compliance with international regulations, avoiding legal and financial pitfalls
• Provide attendees with a seamless and stress-free experience, enhancing the reputation and appeal of their events
• Utilize advanced technology to simplify event management and improve attendee satisfaction
  
  

What set us apart:

With over 30 years of experience, ABTS Convention Services is the first and largest company specializing in international group housing and travel management for medical meetings. Our extensive history gives us a unique advantage: we’ve been in the market the longest, which means we have the deepest industry knowledge and the most comprehensive data to inform our services. This wealth of historical data allows us to analyze trends, anticipate challenges, and provide data-driven solutions that ensure success for every event we manage.

Our unmatched understanding of the medical meetings industry, combined with decades of insights from working with over 25 major U.S.-based medical associations, positions ABTS as a leader in the field. We specialize in international group management, expertly navigating the complexities of global travel, compliance, and attendee needs. This expertise allows us to deliver seamless experiences for international attendees, sponsors, and associations alike.

What truly sets ABTS apart is our commitment to exceptional customer service. We provide personalized attention throughout the entire process, from pre-event planning to on-site support, ensuring that every detail is handled with precision and care. Our multilingual meetings and convention managers, combined with our cutting-edge technology solutions, help streamline operations and deliver a world-class experience for all stakeholders.

By leveraging our 30 years of expertise, industry-leading data, and specialization in international group management, ABTS remains the trusted partner for medical associations and sponsors, ensuring successful, compliant, and impactful events.

 

 

We prioritize customer satisfaction and ensure a positive experience by:

At ABTS Convention Services, customer satisfaction is at the core of everything we do. We prioritize it by focusing on personalized service, tailored solutions, and proactive communication, ensuring that every client feels supported and valued throughout the entire event process.

• Dedicated Support Teams: Each client is assigned a dedicated meetings and convention manager who serves as their main point of contact from planning through on-site execution. This ensures continuity and a deep understanding of the client’s unique needs and expectations.
• Personalized Solutions: We don’t believe in one-size-fits-all. Every event and client is different, so we take the time to understand specific requirements and challenges. Whether it’s creating customized housing blocks or managing compliance for international attendees, we offer solutions that are tailored to meet those needs.
• Advanced Technology: Our technology platforms are designed to streamline processes and minimize any hassle for attendees and clients alike. From seamless booking to real-time updates, to dedicated reporting for international compliance, our systems make it easy for clients to manage every aspect of their event with minimal effort.
• Proactive Problem-Solving: We pride ourselves on our ability to anticipate issues before they arise. With over 30 years of experience and vast historical data at our disposal, we are able to foresee potential challenges and offer proactive solutions, ensuring a smooth and worry-free experience.
• Multilingual, Multicultural Expertise: We understand that international attendees have unique needs. Our multilingual team is equipped to provide culturally sensitive customer service, ensuring that attendees from around the globe feel welcomed and supported.
• Real-Time On-Site Support: Our concierge-level service includes on-site meetings and convention managers who are there to handle last-minute issues, manage escalations, and ensure everything runs smoothly. This hands-on approach provides peace of mind for our clients and their attendees.
• Client Feedback and Continuous Improvement: We actively seek client feedback post-event to continuously improve our services. Our goal is to exceed expectations, not just meet them. By implementing suggestions and staying adaptable, we ensure ongoing satisfaction.
  

By combining personalized service, cutting-edge technology, and proactive solutions, ABTS is committed to delivering an exceptional client experience and ensuring every event we manage is a success.

 

What are some of the flagship products or services offered by your organization? Could you highlight a few key features or benefits of each?

ABTS flagship service is the Association International Housing Management Service. ABTS full service housing is designed specifically to manage the needs of industry-sponsored international doctors attending US-based medical conferences while protecting the domestic housing company and the medical conference organizer. Our solutions ensure the seamless execution of large-scale medical conferences by streamlining the logistics of group housing management to enhance the experience of international healthcare providers and their industry sponsors. The service is offered completely free of charge to the medical association and domestic housing partner.

The International Group Housing Package
ABTS offers flexible all-inclusive housing packages that simplify budgeting for industry sponsors and ensure attendees face no unexpected charges. The basic package includes:

• Hotel accommodation
• Breakfast
• Taxes
• Gratuities
• Porterage fees
  

Protective Booking Policies
ABTS housing agreement terms encourage groups to secure blocks only when they are ready to commit with a deposit, preventing valuable inventory from being held empty while allowing for reasonable reduction to accommodate guests’ actual dates of stay.
Group prepayment before final cutoff allows ABTS to pay substantial amounts to hotels before arrival, guaranteeing backup in case of attrition as well as establishing a reliable domestic financial and operational partner for hotels.

Enhanced Customer Service
ABTS offers exceptional customer assistance through its multilingual meetings and convention managers. With offices in both Europe and the US, ABTS provides live support across multiple time zones, ensuring personalized attention for attendees and sponsors throughout the conference process. The concierge-level service includes the onsite presence of our meetings and conventions managers, at a ratio of 1 manager to 400 guests, who ensure international groups are fully supported. They protect room reservations from no-show releases and relocations, and secure additional nights or services as needed. Whether it’s arranging last-minute ground transportation, coordinating room drops, making restaurant reservations, providing special breakfast options, securing VIP upgrades, or conducting quality control, our team handles every detail. We manage any on-site challenges and escalate issues as necessary, advocating on behalf of the group as the official housing representative.

Advanced Technology Integration
ABTS leverages advanced technology to enhance conference management, including state-of-the-art conference websites that integrate seamlessly with existing online structures and a Group Management Portal that provides fully integrated rooming list management in real time. This portal allows for:

• Requesting changes to dates and occupancy
• Changing names or uploading entire rooming lists
• Generating Visa requirement letters, not only for invitation purposes but also confirmation letters that are needed to comply with visa application appointment requirements
• Reporting features such as guest spending summary, guest spending per day, booking summary, invoice history, and guest folios that comply with government, regional, and international regulations
• AI chat available 24 hours per day and redirects to a live dedicated meetings and conventions manager

Marketing and Sales Strategy
We support medical conference organizers with comprehensive marketing and sales strategies, including personalized, multilingual eblast campaigns targeting international markets and distributed to ABTS’ proprietary list of international industry sponsors and travel agencies specializing in booking international groups attending conferences. ABTS manages an allotment of real-time inventory, as agreed upon with the housing company and association. This allotment is offered to international group sponsors within an expanded sales timeline while protecting general attendee or VIP hotel allotments, preventing international groups from circumventing the block. Group block requests and additional inventory needs are consolidated into one file for weekly review. ABTS Housing Operations and the housing company account executive review unused inventory for return to freesale.

International Compliance Management
Navigating international regulations can be complex. Through the International Compliance and Marketing department, ABTS assists conference organizers by managing compliance with global standards, including:

• Adherence to EFPIA, MedTech Europe, APACMed, AdvaMed, and other regulatory codes​
• International CME accreditation
• Visa processing through qualified immigration attorneys

ABTS ALSO OFFERS…

International Sponsored Group Management
designed to meet the specific needs of medical industry partner groups attending conferences worldwide. Our services ensure a smooth and efficient experience for the industry partners and their guests from the moment of booking until the end of the conference. Our solutions enhance the experience of industry groups by streamlining the logistics of group housing and travel management allowing industry to focus on their guests’ participation without concerns.

Global Travel for Medical Professionals
ABTS Global Travel is a specialized travel management solution designed to function as an international corporate travel agency. This service option ensures that individuals attending industry conferences and staff attending corporate events, and other travel-related activities, receive exceptional service that meets all corporate and event-specific requirements. Whether managing travel for individual attendees or large groups, ABTS takes care of every detail, ensuring a smooth and coordinated experience.

Global Event Management
ABTS Global Event Management is tailored to medical associations or industry companies seeking to create international medical meetings and events. Focusing on continuing medical education and professional development events, ABTS ensures seamless execution and impactful outcomes.

International Compliance & Marketing
ABTS comprehensive International Compliance & Marketing service ensures that medical conferences meet the rigorous compliance requirements necessary for global success while effectively expanding their international reach. This service is essential for medical events looking to navigate the complexities of global regulations and marketing strategies.

 

Let’s talk current trends!

1. Increased Focus on Compliance and Ethical Standards
   With organizations like MedTech Europe, EFPIA, and APACMed imposing strict compliance standards, the need to adhere to complex regulations has grown significantly. International sponsors demand full transparency and adherence to ethical codes, which govern everything from venue to hospitality practices. 
   How ABTS is adapting: We have expanded our expertise in international compliance, ensuring that every client is aware of how to meet international regulatory standards. Our knowledge of MedTech Europe’s Conference Vetting System, AIFA, EFPIA and other global regulations ensures that our clients can confidently navigate compliance challenges. We also stay ahead of evolving regulations and work closely with clients to avoid any potential issues.
2. Personalization of Attendee Experience
   The demand for personalized and seamless attendee experiences is growing. Attendees expect customized services, including tailored travel arrangements, cultural accommodations, and specialized amenities at the event.
   How ABTS is adapting: We continue to emphasize concierge-level service by offering personalized support from the moment attendees register to when they check out of their hotel. Our multilingual staff caters to the needs of international attendees. Additionally, our technology platforms allow attendees to manage bookings and access real-time information, creating a smooth and individualized experience.
3. Sustainability and Social Responsibility
   Sustainability has become a major priority for medical meetings. Attendees, sponsors, and associations alike are pushing for eco-friendly venues, practices, and event operations. There’s also an increased focus on social responsibility and ensuring that events give back to the local communities in some way.
   How ABTS is adapting: We encourage our clients to align with sustainable venues . Whether it’s promoting sustainable hotels or helping our clients minimize their event’s environmental impact, we are committed to reducing carbon footprints and supporting responsible business practices through the assistance of carbon-offsets.

 

We prioritize diverse, inclusive and equitable meetings experiences by:

At ABTS Convention Services, we are deeply committed to fostering diversity, inclusion, and equity in all aspects of the medical meetings and events we manage. We recognize the importance of creating welcoming and accessible environments for all attendees, regardless of their background, nationality, or professional status. Here are some of the key initiatives we’ve implemented to ensure our meetings and conferences reflect these values:

1. Inclusive Events
We make recommendations to clients to make sure events are accessible and inclusive for attendees from all cultural backgrounds. This includes offering:

• Multilingual support: Our multilingual team ensures that international attendees can fully participate in the event.
  Culturally sensitive accommodations: We tailor event services to reflect the cultural needs of our attendees, from dietary preferences and prayer spaces to social customs and communication styles.
• Accessibility for all: We work closely with venues to ensure physical accessibility for individuals with disabilities and provide resources such as assistive listening devices and clear signage.
  
  

2. Equitable Access to International Attendees
Understanding the financial and logistical challenges faced by international attendees, especially those from developing regions, we:

• Collaborate with sponsors to secure funding for attendees from underrepresented or resource-limited countries, ensuring equitable access to educational and networking opportunities.
• Facilitate group housing and travel arrangements that accommodate different budget levels, making it easier for international attendees to participate in conferences without financial strain.
• Assist with visa and immigration support to help attendees from diverse regions navigate complex entry requirements, ensuring their participation in global medical meetings.

3. Creating Safe and Welcoming Spaces
We are dedicated to creating an environment where all attendees feel respected and included. Our Code of Conduct for meetings promotes respectful interactions and prohibits any form of discrimination or harassment. We work with event organizers to ensure that diversity and inclusion are prioritized in all aspects of the event experience, from networking spaces to social events.

4. Training and Education for Staff
Our staff undergoes continuous training in diversity, equity, and inclusion (DEI) to ensure that we are sensitive to the needs of our diverse attendee base. This training equips our team with the skills to:

• Provide culturally aware and inclusive customer service.
• Identify and address any barriers to inclusion during the planning and execution of events.
• Actively listen to and accommodate the unique needs of all attendees.

5. Feedback and Continuous Improvement
We actively seek feedback from attendees and stakeholders to assess how well we are meeting their expectations in terms of diversity, inclusion, and equity. This feedback helps us continuously improve our practices and ensures that we are creating an environment that is genuinely welcoming to all.

 

Want to learn more?

Reach out to Deborah Sas, VP of Client Services at [email protected]

 

Check us out!