Scientific congresses, CME courses and pharma symposia differ in size and audience, yet on the day each of them needs trained people at the registration desk, at the doors of the halls and next to the speakers. We plan and supply that staff for the organisations behind the meetings: pharmaceutical and medical device companies, CME providers, professional congress organisers (PCOs) and the organising secretariats of scientific societies. A congress with parallel sessions over several days and a course for a small group of clinicians get different staff plans, because the plan follows the agenda, the halls and the expected attendees. The free quote starts from exactly those details: type of event, venue, dates and the roles you expect to need.
A CME event has requirements that a corporate conference does not. Credits depend on documented attendance, so participants sign in and out of each accredited session, fill in the evaluation forms and, where the programme requires it, a learning assessment, and collect a certificate of attendance at the end. In Italy, where ToGet4U® started, the same system is called ECM. These are operational tasks, and the staff we select and coordinate carry them out, while the accreditation of the event itself stays with the CME provider and the accrediting body.
What a medical congress needs
A medical congress runs on stations that stay open for as long as the programme does, each with its own people, and the roles combine in a single request and a single comprehensive quote, sized on halls, shifts and days.
Registration desk, badges and congress bags
The registration desk is the first station attendees meet, and the opening morning is when it carries the heaviest load of the congress. Staff prepare the congress bags, hand out badges, check pre-registered names and register walk-in participants where the organiser accepts them, and if registration stays open on the following days, the desk is covered with the shifts set in your plan. How many people it needs depends on the expected attendees and on the window between opening and the first session, and an undersized desk is where the queues form.
Medical hostesses for sessions and attendance
Medical hostesses for congresses take care of welcoming attendees, badge checks and attendance tracking at the doors of the accredited halls. During the sessions they assist speakers and attendees and carry the microphone to the floor for questions; at the close of the day they collect the completed forms. When attendees arrive from several countries, the languages spoken at the desk and in the halls are a requirement you set in the request, and multilingual hostesses are selected against it.
Interpreters for international speakers
A programme with speakers presenting in another language needs interpreters for congresses in the halls where they speak. The languages involved, the number of sessions and the choice between simultaneous and consecutive interpreting are the details on which the profiles are searched, so they belong in the brief from the start.
Session logistics across parallel halls
With several sessions running at the same time, attendees need someone at every junction to point them to the right hall. Event stewards welcome people at the hall entrances, hostesses accompany speakers to their sessions, and staff look after the cloakroom and the poster area, where clinicians and researchers meet during the breaks. At a hybrid congress, where part of the audience follows virtually, the attendees in the building still register, sign in to the accredited sessions and need assistance in the halls.
Contracts, insurance and credit records
For a congress promoted by a pharma company or a CME provider, the paperwork around the staff has to be in order as well. Every professional signs a digital contract on the platform and knows the fee before accepting, and the staff insurance and the administrative obligations are borne by the platform rather than by you. The checks for credits remain with the scientific secretariat and the provider, and the staff return signatures and forms to them at the end of each day.
How we run your congress
Our work starts from the brief: expected attendees, halls in parallel, session times, the position of the entrances and of the secretariat. For a CME event it helps to know how the provider records attendance, by signature or badge scan, because that decides how many stations are needed at entry and exit. From those details we set shifts and stations for every day of the programme and build the comprehensive quote on the roles and hours required.
Requirements that matter to you, such as languages or experience on accredited events, are part of the brief, and the Event Manager preselects profiles against them. You compare the profiles and decide who works at the desk and who in the halls: you choose the staff. Over 50,000 professionals are registered on the platform, and in peak weeks 90% of selections are closed within 48 hours. In 2025 ToGet4U managed more than 1,800 events, and it is a member of Federcongressi & Eventi.
Before the congress, the briefing to the staff covers dress code, hours, stations and the contacts to report to on site, so each person knows where to stand and whom to ask. The Event Manager is your single point of contact from the request until after the event and, on a staffing assignment, follows the congress remotely. When you hand us the whole event through our event organization service, the site visit is included and the Event Manager is at the venue on the day, coordinating suppliers, the spaces and the flow in and out of the halls.
How to request congress support
The request needs no registration and starts from the type of congress, the languages spoken in the halls, the scale in attendees, halls and days, and the dates. On that basis you receive a comprehensive quote, free and with no obligation, and once you accept it the available profiles, which you compare before choosing. The quote covers the staff fees with statutory contributions, the agency costs of contracting them, insurance and a dedicated Event Manager. Catering for the social dinner and the other event services for companies can go into the same request.
Next to congresses with a plenary there are smaller meetings: a nursing update, a hands-on course with limited places, an investigator meeting for the researchers of a clinical trial, the general assembly of a scientific society. They need a welcome desk, sign-in and someone to look after the speakers as well, with different numbers and shifts. The quote request is the place to describe yours, with what the meeting is, where and when it takes place and which roles you have in mind. Where it is held does not change the process: we operate in Italy, Germany and Spain, and the platform covers cities across Europe.