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Professional Congress Organiser (PCO)

Whether you are planning a fifty-person seminar or a conference of thousands of participants, the requirements can be just as complex.  
So leave all the details to us. We can undertake the full management of your event, in all aspects of organisation

Initial Planning / Proposal

Our basis for the proper initial planning of an event is to:
  • Appreciate your needs after thorough discussion with you
  • Share with you the same vision and ideas 
  • Respect your wishes
  • Follow your budget

Based on the above we prepare a first proposal concerning the place and the specifics of the event. 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 results to a final proposal, meeting your needs totally.

Financial Management

  • Budget design and control
  • Suggestions for possible funding sources
  • Cash flow projections
  • Coordination Tax
  • Revenue stream control
  • Bookkeeping 
  • Accounting services
  • Estimation of possible risks and unexpected expenses

Project  management

  • Timetable preparation and continuous updating and monitoring
  • Supplier management 
  • Coordination for design and production of meeting materials
  • Staffing scheduling (pre, post and on-site)
  • Production and audiovisual equipment

Marketing & Communication

  • Design of a fully integrated communication plan
  • Identifying the most appropriate tools and channels
  • Identifying the respective target audience or market
  • Development of your event branding
  • Coordination of press releases, advertisements, inserts
  • Development of websites
  • Developing Newsletters
  • Coordinate and manage the distribution of direct mail materials
  • Placing posters in hospitals, Medical Care offices and other areas of interest
  • Coordinate presence at relevant exhibitions
  • Organising Press Conferences
  • Onsite management of press

Scientific Program

  • Identifying optimal solutions concerning programme structure and logistics
  • Organising online abstract submission process
  • Coordinating online reviewing and scoring
  • Organising Scientific Programme meetings
  • Preparing scientific materials for publication (print, audio, web etc)
  • Developing a Programme navigator (web-based access to the definitive programme prior to and during the event)
  • Correspondence with speakers, authors, reviewers

Speakers  & VIP

  • Special arrangements for VIP guests
  • Audio-visual requirements
  • Honoraria
  • Reimbursements of expenses
  • Travel and transfer support
  • Special registrations
  • Onsite assistance through a dedicated registration desk

Sponsors

  • Identifying key sponsors
  • Developing packages to maximise sponsorship potential
  • Managing the contract procedure
  • Delivering and handling the financial aspects
  • Designing & producing sponsorship information
  • Managing sponsors' symposia and extra events
  • Onsite management of sponsors

Exhibition  Management

  • Study & detailed planning of exhibition area
  • Floor Plan design
  • Managing the contract procedure
  • Delivering and handling the financial aspects
  • Designing & producing exhibitors information
  • Dedicated stand for Onsite Exhibition Management

Social  Events

  • Continuous research of new, interesting places
  • Creating event concepts
  • Booking venues
  • Site visits by our associates
  • Coordinating entertainment and catering
  • Coordinating the decoration of the events
  • Creating informative and innovative brochures
  • Organising transportation (ranging from synchronised group transfers to VIP limousines)
  • Providing security control
  • Providing onsite management 

 

Registrations

  • Flexible registering of your participants
  • Processing payments
  • Distributing announcements
  • Responses and sending event confirmations and communications as needed
  • Handle all participant enquiries
  • Create & distribute badges and other conference collateral
  • Electronic surveillance of entrances and exits of participants to and from the convention rooms
  • Create list of pre-registered participants
  • Manage the participants database
  • Up to date statistics and reports

Hospitality Services (Accommodation/ Travel/ Tours)

  • Coordination of hotel contracts negotiation and fulfilment
  • Organising pre-post tours
  • Organising accompanying person program
  • Responses and sending vouchers and communications as needed
  • Handling of enquiries and special requests
  • Processing and handling of payments
  • Management of rooming lists
  • Onsite management and support
  • Booking of flights
  • Provision of ground transportation services

Post Congress Management

  • Conducting post-event evaluations
  • Conducting internal and external debriefings
  • Managing the payment of all invoices
  • Reviewing and controlling the event final budget
  • Creating a debriefing overall report consisting of reliable statistics
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Certification

CONVIN is an
ISO 9001:2015 certified company

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