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

     

    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

     

    AHS ABSTRACT HANDLING SYSTEM

    In accordance with the norms of the Organizing Society:

    SET UP AN AHS

    Topics and scientific tree, structure, max number of words, tables and images, videos, disclosure terms, conflict of interest statements, key words, number of co-authors, deadlines, private area.

    MANAGEMENT OF THE REVIEWING PROCESS

    Assignment of reviewers, double – triple blind assessments, topic based segmentation, max number of abstract for each reviewer, assignment of reviewers,

    CONFIRMATION OF ACCEPTANCE / REJECTION

    Orals, posters, videos, orals to posters

    STATISTICS REPORT

    Number of submitted papers, topic and subtopic, percentages of acceptance / rejection, countries, rating results

     

    EXHIBITION AND SPONSORS

    • Definition of Sponsorship packages and opportunities
    • Promotion of the Event amongst the potential sponsoring companies
    • Preparation of the Exhibition technical manual for set up and dismantling
    • Sales management
    • Coordination of site inspection with Industry representatives
    • Compliance regulations: reasonable hospitality
    • Management of contracts and invoicing
    • On site coordination: set up and dismantling
    • Coordination of the hospitality suites, networking activities.

     

    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

     

    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