Frequently Asked Questions

No. Some organisers ask us to solve one specific challenge, such as sourcing a venue or managing accommodation. Others use a connected combination of registration, accommodation, abstracts, and event technology. We’ll start with your audience, program, goals, and internal capacity, then recommend the level of support that genuinely makes the event easier to deliver.

We provide specialist conference services rather than full event management. Where a professional conference organiser typically manages the whole event, organisers engage Ozaccom+ for the areas where support genuinely helps: accommodation, registration, event technology, onsite check-in and badging, abstract management, or venue sourcing, as one service or several connected together. That makes us a practical option when your team or committee wants to retain overall control of the event, and we work alongside traditional PCOs and internal event teams where one is already involved.

We support association conferences and congresses, scientific and medical meetings, trade shows and exhibitions, corporate and leadership events, awards and gala events, and workshops, forums, and roadshows. Our services can be shaped around in-person, hybrid, or virtual delivery, from focused specialist meetings to complex multi-day programs and high-volume exhibitions.

We understand that association events need to work for members, committees, speakers, sponsors, and staff at the same time. Registration can reflect membership status, pricing, entitlements, and invited groups, while abstract management, accommodation, technology, and reporting can be aligned around the wider program. Our team provides continuity and hands-on support without taking visibility or control away from your association.

Earlier is usually better, particularly when venue availability, hotel capacity, or a detailed abstract program will influence your event. It gives your team more choice and allows enough time to configure, test, and communicate the attendee journey properly. If your timeline is already short, talk to us anyway. We’ll be realistic about what can be achieved and focus first on the areas that will make the greatest difference.

Yes. Our full event accommodation management service is offered at no cost to organisers. It includes hotel sourcing and contracting, a branded booking portal, room-block management, reporting, and dedicated attendee support, giving your delegates a straightforward booking experience without adding to your event team’s workload.

We contract the block, watch how it fills, and act before decisions become deadlines as part of our event accommodation service. If demand runs ahead of the block, we work with hotels to secure additional rooms; if it runs behind, we recommend adjustments that reduce your exposure to unsold nights while release dates still allow it. Your team receives clear pickup reporting throughout, and we can also coordinate rooming lists and group requirements for speakers, exhibitors, sponsors, VIPs, committees, and travelling teams.

Yes. Our registration service can create a branded experience around your ticket types, member and non-member pricing, discounts, invited groups, sessions, capacities, payments, and communications. Group registration, onsite check-in, and badge printing can also be included. We configure the process around the way your event works rather than forcing your team into a one-size-fits-all system.

Yes. Onsite check-in and name badge printing are part of our registration and event technology services. Depending on your event, this can include QR code check-in, self-service kiosks, on-demand badge printing, and smart badges for access control and session tracking. We plan the setup around your busiest arrival periods so queues stay short and attendee data stays accurate, with experienced people onsite when someone needs more than a scanner.

Yes. Name badges are printed on demand at check-in rather than pre-printed in advance, so late registrations, substitutions, and corrections are handled at the desk in moments. Badge design can carry your event brand, colour-coded attendee categories, and QR or smart badge technology, and printing runs from the same live data as your registration.

Delegates search their name or scan the QR code from their confirmation email, confirm their details, and collect their badge as it prints. Kiosk hire, configuration, and branding are managed by our team as part of the onsite service, with staffed desks alongside for onsite registrations and questions that need a person.

It depends on your arrival pattern more than your total attendance. A conference where most delegates arrive in the thirty minutes before the opening plenary needs more capacity than a trade show with arrivals spread across the day. We plan kiosk numbers, desk staffing, and layout around your program and venue.

Either, and many events combine the two. The right mix depends on how stable your guest list is and how your audience arrives: a confirmed list suits a full pre-printed run, while an event still taking registrations up to the day benefits from on-demand printing. We’ll recommend the mix that suits your program and arrival pattern.

For many events, QR code check-in and on-demand badge printing are all that’s needed. Smart badges earn their place when your event needs access control, session attendance tracking, CPD records, or exhibitor lead capture. We’ll recommend the simpler option when that’s what your event actually needs.

Yes. Onsite check-in and badge printing is delivered as its own service, and it runs on the same platform as our registration and event technology services. If registration is already handled elsewhere, talk to us about your setup: the closer check-in sits to the live registration record, the more accurately badges and entitlements behave on the day.

Yes. Registration and accommodation can be connected so attendees can move through a clearer booking journey, and accepted presenters can progress from abstract approval into registration and accommodation. Bringing these services together also gives your team a more consistent view of attendee, presenter, program, and room-block activity, with fewer separate processes to reconcile.

Depending on your event, our technology and apps service can support branded event apps, attendee communications, onsite check-in and kiosks, smart badge technology, live engagement tools, lead capture, access control, and event analytics. We do not recommend technology for its own sake. We’ll help you choose tools that solve a real organiser or attendee need and keep unnecessary complexity out of the experience.

Our abstract management service configures submission forms, topics, presentation types, scoring, reviewer assignments, conflicts, and single or multi-stage review around your program. Authors and reviewers receive clear communications and support, while your committee can track progress and decisions in one place. We can also assist with presenter requirements and program coordination once submissions are accepted.

Yes, within the timelines your committee sets. Our abstract management service can configure editing and resubmission windows so authors can correct details, respond to reviewer feedback, and upload revised files before the deadline. Changes stay in one place, so reviewers and organisers always see the current version, and our team supports authors directly through time-sensitive submission periods.

Our venue sourcing service turns your brief into a practical venue search, then manages shortlisting, requests for proposal, side-by-side comparisons, commercial negotiation, site inspections, and contract support. We also consider nearby accommodation and how the venue will work with registration and onsite delivery. Our venue sourcing service is provided at no cost to organisers, helping you make a confident decision without managing every supplier conversation yourself.

Yes. Many organisers engage us solely to find and secure a venue, at no cost to organisers and with no obligation to use our other services.

Yes. Our venue sourcing partnerships cover leading venues nationwide, and the process is the same wherever your event needs to be. We build the search around your dates, audience size, format, and budget, and coordinate site inspections and virtual tours so you can assess options in another city with confidence.

Our technology is backed by real people. Depending on the services you use, our team can answer attendee booking and registration questions, help with changes and special requests, and support authors and reviewers through time-sensitive submission periods. That gives your audience a clear place to ask for help and protects your organising team from becoming the default support desk.

Reporting is shaped around the services you use and the decisions your team needs to make. This can include registration numbers, attendee changes, hotel pickup, submission and review progress, session attendance, and engagement insights. We agree the useful measures and reporting rhythm with you, so your team has timely information without being overwhelmed by data that does not support the event.