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Professional Congress Organizer (PCO)

Whether you are planning a fifty person seminar, or a thousands participants congress, demands are just as complicated. So, leave all the details to us. We can undertake the full management of your event.

Initial Planning / Proposal

  • The basis for the proper initial planning of an event is the appreciation of your needs. Your vision has to become our vision, to share with you the same ideas, respect your wishes and follow your budget.
  • Under this conditions we prepare a first proposal concerning the place and the specifics of the event, after thorough discussion with you. The presentation of the first proposal has always to be done in-person, so that all your questions may be answered on the spot.
  • The outcome of this procedure has to result to a final proposal, so that all of your needs are completly regarded and fully satisfied.

Budgeting / Contracting

  • We prepare a first budget approach based on the final proposal, covering all possible and expected expenses, as well as suggestions for possible funding sources.
  • This step may initiate a fine tuning of the final proposal and leeds to a contract with a detailed description of the services we commit to provide and the agreed budget to be followed.

Time Plan / Suppliers Coordination

  • No detail is insignificant to us. The approved budget and the contracted details have to be transformed in a time plan and its schedules have to be followed precisely.
  • All the potential third party suppliers have to be negociated and contracted.

Coordination of the Scientific Program

  •  Creation of a web site for the event
  •  Setup the electronic submission of summaries / scientific papers
  •  Electronic enrollment for the event
  •  Collection of summaries and submission for evaluation
  •  Briefing of the authors
  •  Collection and delivery of pre-registrations
  •  Dispatch of all necessary correspondence with the speakers, coordinators and participants

Handling of the Sponsorships

  • We conduct a thorough market research, in order to discover sponsors for your event.
  • Prospective sponsors are initially contacted through appealing and informative brochures, designed and printed by us.
  • Emphasis is placed on the possibilities for promotion presented to them, through the different types of sponsorships.
  • The initial correspondence is followed by personal contact of our associates with the sponsors.
  • We manage sponsorships from the signing of the agreement, up until their final settlement.

Coordination of the Social Program

  • We are constantly seeking new, interesting places, where events may be held.
  • Our associates visit all possible locations and present them to you, so you can safely choose the one that suits your needs and preferences.
  • Accommodations for the participants are selected according to highest standards.
  • Areas where events will be held are arranged and decorated accordingly.
  • Great emphasis is given to the security of the participants.
  • We help you select the most advantageous offers from suppliers of the necessary equipments.
  • We also undertake to create informative, tasteful and innovative brochures.
  • Furthermore, we provide tourist support for the participants and their escorts. This includes transportation, excursions and guided tours.
  • Finally, special attention is paid to the proposals for the social and cultural events, associated with the congress. We offer a huge variety of choices, which are certain to satisfy all tastes.

Publicizing and Promotion of the Congress

  •  On the Internet and in all publications of related interest
  •  Organizing Press Conferences
  •  Publishing Press Announcements in all public media, in medical periodicals and magazines, etc.
  •  Placing posters in hospitals, Medical Care offices and other areas of interest
  •  Securing Promotion Sponsors

Registrations

  • Pre-registration of participants and recording of information in our system
  •  Contact with pre-registered participants and confirmation
  •  Creation of a list of pre-registered participants
  •  Creation of badges for the participants
  •  Electronic surveillance of entrances and exits of participants to and from the convention rooms
  •  Management of on-site documents

Organizing the Commercial exhibition

  • A thorough study and detailed planning of the exhibition are and the stands
  • Collection and evaluation of offers from construction companies
  • Designing and printing of a personalized, informative pamphlet, which is sent to possible exhibitors
  • Preparation of the area for the construction of the stands and the coordination during the exhibition
  • Financial management of the exhibition, until the final settlement of all the exhibitors’ accounts

 

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Certification

PCO-CONVIN is an
ISO 9001:2008 certified company

Memberships