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PCO - Professional Congress Organizer

The Congress is often the showcase which proves the strength and vitality of an Association. Organizing a Congress may seem easy, many PCOs are present and offer their services in the event market, but it is the proactivity which marks the difference:
Improving every year, implementing all new technologies which help position the Congress as a model of efficiency, giving an effective response to changes both in the registration system and in the management of educational grants according to the Ethical Codes of the different Federations both Pharmaceutical and Medical Device, offering exhibiting companies new sponsorship formulas which turn out to be a real return on their investment.
Everything that, ultimately, can be offered in order to achieve excellence, based on the commitment and transparency of our processes.

Our Services

  • Planning & Budgeting
  • Definition – event logistics
  • Permanent information center
  • CME Accreditation
  • Management of abstracts andscientific sessions in the Scientific Grid
  • Supplier coordination
  • Exhibition booth and commercial Sponsorships
  • Registration Platform
  • Traveland accommodation
  • Accounting and final balance

General

  • Permanent information center
  • Administrative secretariat
  • Timetable & Responsibility Chart
  • Management of Calls: Local Committee, Scientific Committee, Executive Committee
  • CME Application management
  • Report to Compliance authorities
  • Handle Congress materials
  • VAT position and delivery of reports

Venue

  • Negotiation and contract with the venue
  • Negotiation and management of local suppliers
  • Organization of site inspections
  • Supervision of onsite services: AV, IT, signage, security, cleaning, etc
  • Management of the onsite staff (hostesses and volunteers)
  • Supervision of the Speakers Preview Desk
  • Confirmation of catering – food & beverage – requirements
  • On site secretariat and overall management
  • Coordinate set-up and dismantling of entire infrastructure

Financial

  • Definition: event logistics
  • Planning & Budgeting: quarterly reports
  • Open Bank account
  • Invoicing process: registration, exhibition, sponsorship
  • Settlement of accounts: delegates, sponsors, exhibitors
  • Final economic report & balance

Marketing

  • Website manteinance
  • Promotional Enews Mailchimp announcements to the segmented databases
  • Event information to the most relevant related websites (calendar)
  • Attend related events for promotional activities (costs not included)
  • Social media coordination (Facebook, Twitter, Instagram, Linkedin)
  • Monitor quality and deadline for printing elements
  • APP content upload

Social Programme

  • ProposaIs for the officiaI networking activities
  • Welcome Reception, After Congress, Speaker’s dinner, Social Evening, Gala Dinner
  • Supervision of the catering services
  • Organization of the entertainment programme
  • Coordination of suppliers: audiovisual, decoration, signage, staff
  • Coordination of the related printed matters
  • Coordination of transfers

Registration

  • Set up a Registration Platform: segmentation ad hoc
  • Send reminders, confirmation letters and info mailings
  • Coordinate visa letters, if requested following the guidelines by the LOC
  • Issue invoices
  • Coordinate printing and issuing of name badges
  • Onsite registration management

Housing Services

  • Negotiation of contracts with hotels including favorable congress rates and cancellation deadlines
  • Hotel reservation via an online page including descriptions, photos and location of hotels
  • On-site support to delegates and speakers

After The Congress

  • Final report: Statistics registration and segmented attendance
  • Delegate surveys
  • Already mentioned: abstract submission report / final economic balance

Scientific Secretariat

ABSTRACT HANDLING SYSTEM (AHS)

The easiest and most intuitive way of submitting an abstract

  • Simplified previews – abstracts are stored in the private area of each author standing ready in case changes need to be introduced before the deadline, or in case tables, images or videos need to be added, including disclosure terms and conflict of interest statements in accordance with the norms of each Medical Society.

No limit on the number of abstracts or reviewers handled

  • AHS allows integrated management of any number of abstracts and their corresponding reviews, featuring all the elements required by the Reviewing Committee to assure a smooth evaluation process. AHS is programmed to measure for each event: double- or triple-blind assessments, topic-based segmentation and assignment of reviewers by default.

2-step acceptance

  • AHS is fully integrated with the registrations manager so a notification is issued that confirms that an abstract has been pre-approved, pending registration of the first author within the stipulated registration period. Once the registration has been formalized, the system automatically gives the go-ahead and promotes the paper to the approved abstract category.

EVENT FACULTY TOOL (EFT)

The Event Faculty Tool is a web based solution to manage all the processes related to the organization of the congress content. It’s an effective information hub, bringing together all the involved parties.
Offers a Top Quality Service for both Keynote and Speakers, based on an online tool that may facilitate and contribute to their participation in the event.
Implements a global management system for the event, through an application that provides a comprehensive overview of the different parts, including all items for each Session and each Speaker.

MAIN FEATURES

Abstracts management

  • From submission to review, programme allocation and acceptance announcement, it takes it all up in a single tool.

Schedule view setup

  • Easy to build and read schedule layout type. Build the schedule as you will see it later on. Session types structure Capacity to define custom session types, its faculty structure and completeness status.

Faculty management

  • Full list of faculty members, with full details, pending tasks, assignments, congress registration status, overlapping activity warnings and system activity log.

Communications central

  • Central repository of all communications sent out and received, full searchable, by faculty

MAJOR BENEFITS

Control

  • Associations can take full responsibility over the scientific programme, either by managing it by themselves of by outsourcing it to a PCO, but still retaining control over the programme status and full access to the information, 24/7. In addition, the board itself has a permanent control of the programme status through the Dashboard page. Schedule view setup

Quality of Service

  • Queries and claims can be answered on the fly, issues sorted out in no time, delivering a high quality of service.

Reduced workload

  • The scientific programme can be put together with much less effort than before, in many cases taking half of the time and effort than before.

Anticipation

  • Everything is done in anticipation, being able to publish the programme matrix, the preliminary programme and the printed programme with less stress and always in due time.

Long-term perspective

  • Each scientific event is managed as a logic sequence of the previous work, capitalizing on it and preparing for the future. Fingertips is the first stop of the process.

Error-free

  • The number of mistakes in the final programme decreses and adendas can be generated.
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