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You asked for a team that can take about one congress a month off your plate: the identity, the website, the digital assets, and search for the congresses that need it. This is how we would run it, what each congress costs, and the partnership rate for working together through 2027.
This is the brief as we heard it on our call on 16 October and in your answers on 19 October. If anything has moved since, tell us and we will adjust.
An initial partnership of 6 to 12 months from 2027, working alongside your in-house creative team as your congress calendar grows.
Your congresses share a structure. The site informs delegates and sends them to registration and abstract submission on the Bros system.
An easy CMS for the programme, speakers and deadlines, with the option for us to take the updates in your busy periods.
2 to 3 logo concepts and 2 rounds of revisions. When a society brings its own logo, the key visual and how it is applied.
Stage backdrop, flyer, roll-up banner, programme book and signage, matching the congress identity. You print in-house.
Each congress keeps its own domain and stays live for at least 12 months after the event, hosted by us. English for now.
Smaller congresses fill through the society's own network. Larger ones, like WHEC, need to be found by people who have not heard of them yet.
Smaller congresses go live 4 to 6 months before the event, larger ones 9 to 12 months before.
Tiered packages from USD 2,500 and USD 5,000, plus a partnership rate for about one congress a month. Contract with the Istanbul office, decision by 1 December.
One more thing you told us: you found Saigon Digital through Google and Claude. That is exactly how delegates, speakers and sponsors now find a congress, and it is why search sits inside this proposal rather than being bolted on afterwards.
One congress is a project. Twelve a year, every year, is a partnership, and it only works if both sides come out ahead. So we have set this up to get better with every congress, not to earn the most from the first one.
We build the congress platform once, and waive the set-up when you partner with us. Every congress after that launches faster, at the same partner rate.
A named account lead, designer and developer who learn how Bros works. When your contact person changes from one congress to the next, the knowledge stays with the team, and if anyone on our side changes, we hand over in writing first.
You pay per congress you order, at the partner rate. A quiet month means no project invoice.
If a small congress does not need search work, we will say so. You only buy what earns its place.
Every three months we look at what worked, what to change and what is coming up in your calendar, so capacity is planned before you need it.
Improvements we make while building one congress are there for every congress after it, at no extra cost. New features you ask for are quoted first.
Of those four numbers, the third is the one we care about most: nine in ten clients stay with us after their first project. It is the one we want to earn with Bros.
From a US travel leader to one of Australia and New Zealand's largest essential services providers, these are partners who came for one piece of work and stayed for the next. Three of them, in brief.
The leading US ski holiday company, partnered with Expedia. We rebuilt the platform with Expedia's booking engine inside, ran the full search migration, and stayed on for search and AI visibility.
We fixed the search foundations of Ventia's corporate site, then redesigned and rebuilt the careers platform that handles thousands of candidates a year. We remain their continuous digital and search partner.
A sourcing marketplace connecting international buyers with Vietnamese suppliers. We built the whole platform, designed the brand, and run its search, content and AI visibility end to end.
"Saigon Digital transformed how Ski.com shows up online. Beyond rebuilding our platform, they helped us rethink our entire search and AI visibility strategy. We saw a significant uplift in organic traffic, our content started appearing in AI-generated travel recommendations, and the quality of inbound leads improved dramatically. They understand where digital discovery is heading and how to turn visibility into real commercial results."
Harry Peisach, CEO, Ski.com
Instead of building every congress website from scratch, we build one solid congress platform and give each event its own identity on top. Every site looks distinct, and every launch is faster than building from scratch.
Each new site starts from a finished, tested base, so production time goes on the identity and the content, not on rebuilding pages.
The heavy lifting happens once. That is what makes a congress site from USD 2,500 possible at one congress a month.
One familiar editing screen for every congress. Learn it once, and every contact person at Bros can update any site.
Every site is fast, readable by search engines and AI assistants, and tells Google the event's dates and venue from day one.
Accessibility, mobile layouts and page speed are handled in the platform, so every congress starts from the same tested base.
English today. More languages, new sections or a data feed from your system can be added to the platform once, then switched on for any congress.
Choose the package that fits each congress. Prices are starting points: we confirm a fixed price on each congress's order form before any work starts. The partner rate, 10% below the standard rate, applies to every congress ordered under the partnership. A section is one menu item, such as Programme or Speakers, with its pages; the design stages are the identity and the site review.
You print in-house and need print-ready files: backdrop, flyer, roll-ups, programme book and signage. Our trusted design partner produces them from the identity and key visual we create, so every printed piece matches the website. We introduce you, hand over the brand files and check the first proof of each piece against the identity. The partner quotes you directly and is responsible for its own work.
Three monthly services sit alongside the packages. Social media and search run per congress, so you can add them for a single congress and stop them after the event. Hosting and care covers every live site on one plan.
Planned, designed and published through our own social platform.
From launch to the event, while delegates, speakers and sponsors are deciding.
One plan covering every live congress site, so there is one invoice, not twelve.
Delegates search for the topic, the city and the deadline. Sponsors search for the audience. And more of them now ask ChatGPT, Gemini or Google's AI for "hydrogen conferences in 2027". We looked at two of your recent congress sites: three things stood out, and one opportunity.
When a congress moves to a new domain for each edition and the old site comes down, the search history of the last edition goes with it. The 2024 edition's address, whec2024.org, no longer exists.
Neither whec2026.org nor inbhc2026.org tells Google the dates and venue in a form it can read, so they are less likely to show in event results or in AI answers about upcoming congresses.
Neither site has a written summary for search results or for link previews. When a speaker shares the link on LinkedIn or WhatsApp, the platform has to guess what the congress is about.
You found Saigon Digital through Google and Claude. Your flagship congresses can be found the same way by the delegates, speakers and sponsors who do not know them yet.
Our recommendation: keep each congress series' search history so every edition builds on the last, solve the basics once in the platform, and invest in ongoing search only for the congresses that need new audiences. We will walk you through how on our next call.
Saigon Digital is not only a design studio. We build platforms, integrations and dashboards for clients, and we run our own agency on software we built ourselves. That matters for Bros, because a congress runs on data: registrations, abstracts, sponsors and deadlines.
A custom reading assessment platform with three user roles, each with its own dashboard, and 400 students on it at once. Teachers use it every day.
BVIS case studyBuyer and supplier accounts, a supplier dashboard, and an automated pipeline that publishes new suppliers and products every day.
VALO case studyExpedia's booking engine inside the site, so visitors go from browsing to booked in one journey without changing site.
Ski.com case studyOnline donations through Raisely and Stripe built into a new site, ten years of content migrated, serving programme work in 36 countries.
AIP Foundation case studyA careers platform on Phenom, with its AI candidate matching set up, plus analytics and tag management across the corporate and careers sites.
Ventia case studyWe run the agency on our own operations platform for projects, time, sales and finance, plus our own social publishing tool and AI visibility tracking. The team that built them can build tools for Bros.
Things we would happily build with you once the first congresses are live. We would bring them to the first quarterly review, and quote each one when you want it.
One live view per congress and one across your whole portfolio: visits, clicks to registration and abstract submission, where delegates come from, and a countdown to every deadline. Shareable with the society you organise for.
After each congress, a short report for every sponsor: visits to their page, logo exposure on the site and social, and clicks to their links. A reason for sponsors to come back next edition.
A branded "I am speaking at" card for every speaker, generated from the programme and ready to share on LinkedIn. Free reach through the people your delegates already follow.
If the Bros system can share its programme and speaker data, the congress site updates from it, so your team edits in one place only.
An AI assistant on the site that answers delegate questions on deadlines, fees, venue and visa letters, using your own pages, in the delegate's language.
A lasting archive of past editions, with programmes, abstracts and photos, that keeps the series' search history and gives returning delegates and sponsors a place to start.
Your contact person changes from congress to congress, so the process carries the knowledge, not the inbox. Every congress follows the same path.
A one-page order form: the congress, the package, key dates and your contact person.
A 30-minute kick-off with our brief template, plus the society's logo and assets if there are any.
The key visual, plus logo concepts on Standard and Flagship, with 2 rounds of revisions (3 on the Flagship logo). Brand files go to the print partner.
The congress site on the platform, with the launch content you supply loaded once, and the registration and abstract links tested.
Launch, CMS handover to your team, then updates, social and search as ordered.
The site stays live for 12 months, then is archived or pointed to the next edition.
| Package | Planned production | Your lead time | What that leaves |
|---|---|---|---|
| Essential | About 3 weeks | 4 to 6 months before the event | Months of room for content and changes |
| Standard | About 5 weeks | 4 to 6 months, or more | Time for the identity to go to print well ahead |
| Flagship | About 8 weeks | 9 to 12 months before the event | The site is live early enough for search to build |
Production times run from a signed brief and content, and are planned rather than guaranteed. Under the partnership we hold one new congress start a month for Bros, booked with 2 weeks' notice; unused months do not carry over. A second start in the same month needs 4 weeks' notice and is confirmed on its order form.
Each agreement has its own price and terms. Congress work is fixed price per congress; the monthly services can stop with 30 days' notice. All prices are starting points in USD, confirmed in writing before any work starts.
| What | Standard rate | Partner rate |
|---|---|---|
| Congress platform set-up | from USD 5,000 | Waived |
| 6 Essential congresses | from USD 15,000 | from USD 13,500 |
| 5 Standard congresses | from USD 25,000 | from USD 22,500 |
| 1 Flagship congress | from USD 8,500 | from USD 7,650 |
| Hosting and care, 12 months | from USD 6,000 | from USD 6,000 |
| Year one | from USD 59,500 | from USD 49,650 |
| Optional: search and AI for the flagship, 6 months | from USD 9,000 | from USD 9,000 |
On this example year, partner rates save USD 9,850: USD 5,000 on the platform and USD 4,850 across the congresses. The mix is only an example; your real calendar sets the numbers, and if fixed prices come in higher, the 10% saving grows with them.
A 30-minute call with you and your manager to go through the packages and answer questions. We are in Vietnam (GMT+7), the same time as Jakarta, so 14:00 for us is 10:00 in Istanbul.
Tell us which congress comes first and its key dates. We will send its order form with a fixed price.
Sign the partnership agreement and the first order form by 1 December, and we start the platform and your first congress together.
Reply to Nick, or book the walkthrough straight into his calendar.
Nick Rowe, CEO & Co-Founder, Saigon Digital · nick@saigon.digital · +84 332 364 293