Professional Congress Organiser (PCO)

Planning an event, whether it's an intimate seminar for fifty or a large-scale conference with thousands of participants, demands attention to detail and expert coordination. At CONVIN, we take the complexity out of event planning, offering comprehensive management that covers every aspect of your event. From the initial concept to the final wrap-up, we ensure a seamless and successful experience.

Initial Planning & Proposal

Our approach to event planning begins with a deep understanding of your needs. We work closely with you to:

• Understand Your Vision: Through thorough discussions, we align with your goals and ideas, ensuring that your vision is at the heart of our planning.
• Respect Your Wishes: We listen carefully to your preferences and ensure they are fully integrated into the planning process.
• Budget Adherence: We are committed to delivering excellence within your financial parameters, ensuring that every decision aligns with your budget.

With these principles in mind, we create an initial proposal that outlines the venue and event specifics. We prioritize in-person presentations of this proposal to answer all your questions and refine the plan in real-time. This collaborative process results in a final proposal that perfectly meets your expectations.

Financial Management

Our financial management services are designed to ensure fiscal responsibility and transparency at every stage of your event. We offer:

• Comprehensive Budget Design: Crafting and maintaining a budget that covers all aspects of the event.
• Cash Flow Projections & Funding Solutions: Offering insights into potential revenue streams and managing cash flow efficiently.
• Risk Management: Identifying and mitigating financial risks and unexpected expenses.
• Bookkeeping & Accounting: Providing detailed financial oversight, including tax coordination and revenue management.

Project  management

Effective project management is crucial to the success of any event. Our services include:

• Detailed Timetable Management: Developing and continuously updating a project timeline to ensure everything stays on track.
• Supplier Coordination: Managing all vendors and suppliers to guarantee timely and quality delivery of services and products.
• Material Production: Overseeing the design and production of all meeting materials.
• Staffing & Logistics: Scheduling and coordinating staff for pre-event, on-site, and post-event activities.

Marketing & Communication

We develop and execute a comprehensive marketing and communication strategy to maximize the impact of your event:

• Integrated Communication Plans: Crafting and implementing a communication strategy that uses the most effective tools and channels.
• Target Audience Engagement: Identifying and reaching the right audience for your event.
• Event Branding: Creating a strong, consistent brand for your event across all platforms.
• Press & Media Coordination: Managing press releases, advertisements, and onsite press activities to ensure widespread visibility.

Scientific Program Management

For events with a scientific focus, we offer specialized services to ensure the integrity and success of your program:

• Program Structure & Logistics: Designing the most effective program layout and logistics.
• Abstract & Speaker Management: Handling the entire abstract submission, review, and selection process, as well as managing communication with speakers and authors.
• Publication Support: Preparing and managing the publication of scientific materials in print, audio, or web formats.

Speakers  & VIP Management

We provide comprehensive support for your speakers and VIP guests, ensuring a smooth and professional experience:

• Tailored Arrangements: Coordinating special requirements for VIP guests, including audio-visual needs and honoraria.
• Travel & Accommodation Support: Managing travel arrangements, transfers, and special registrations.
• Dedicated Onsite Assistance: Offering personalized onsite support through a dedicated registration desk.

Sponsorship & Exhibition Management

Maximizing sponsorship opportunities and ensuring a successful exhibition are key components of a successful event:

• Sponsorship Strategy: Identifying and developing sponsorship packages that align with the goals of your event.
• Contract & Financial Management: Handling all aspects of sponsorship contracts and financial transactions.
• Exhibition Planning: Designing and managing the exhibition area, including floor plan design and onsite management.

Social  Events 

We create memorable social experiences that complement your event:

• Innovative Event Concepts: Developing unique themes and concepts for social events.

• Venue Selection & Coordination: Selecting and coordinating venues, entertainment, catering, and décor.
• Logistics & Transportation: Organizing transportation and providing onsite management for a seamless experience.

Registrations & Hospitality Services

We offer end-to-end registration and hospitality services to ensure your participants have a smooth experience:

• Flexible Registration Management: Handling all aspects of participant registration, including payments, confirmations, and inquiries.
• Hospitality Coordination: Managing accommodation, travel, and tours, ensuring all needs and special requests are met.
• Onsite Support: Providing onsite management and support to handle any last-minute needs or changes.

Post Congress Management

Our commitment to excellence continues even after your event has concluded:

• Post-Event Evaluations: Conducting thorough evaluations to gather feedback and identify areas for improvement.
• Financial Reconciliation: Managing the payment of all invoices and reviewing the final budget.
• Comprehensive Debriefing Reports: Providing detailed reports that include reliable statistics and insights for future events.

At CONVIN, we combine expertise, creativity, and precision to ensure your event not only meets but exceeds your expectations. Let us handle the complexities so you can focus on what matters most—connecting with your audience and achieving your goals.