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FAQ
(Congress Management)

What are the benefits of appointing a professional conference organiser (PCO) early?

Early appointment allows for thorough planning and a more strategic approach. It ensures that all aspects of the conference, including venue selection, programme development, publicity/marketing and logistics, are given a long runway to be managed efficiently, reducing the risk of last-minute issues or potential blind spots.

 

Early appointment of a PCO also reduces the burden on your organising committee, allowing them to focus on their core responsibilities and minimise stress. With an experienced PCO handling the logistics, your team can work more efficiently.

 

Most importantly, it allows your PCO ample time to approach and secure high-profile speakers and sponsors. Additionally, it gives the conference a longer runway for comprehensive marketing and promotion strategy. This allows for better outreach, increased visibility, and higher registration rates, as well as more time to build anticipation and engagement.

How does early appointment impact the quality of the conference?

Early appointment of a PCO allows you to focus on the scientific content and academic rigor of the programme. It frees you ample time to build connections with your colleagues worldwide, ensuring their participation as faculty or delegates and enhancing the overall quality of the conference. By entrusting the logistical and operational details to a PCO, you can concentrate on curating a valuable and impactful experience for all attendees.

My association would like to bid to host an International conference. How can the PCO help?

Bidding to host an international conference can be a complex process, but a PCO can provide invaluable support throughout the journey by :

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  1. Bid Proposal Development

  2. Venue and Logistics Planning

  3. Budgeting and Financial Planning

  4. Stakeholder Engagement

  5. Bid Presentation Support​

 

From start to finish, a PCO can guide you through the process, offering the expertise and experience necessary to increase your chances of a successful bid and ensuring a smooth planning process should your bid be accepted.

How does a PCO charge for thier services?

PCOs typically charges depends on the event's scope, complexity, and the services required. Here are the most common ways PCOs charge:

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1.    Flat Fee

2.    Percentage of Event Revenue

3.    Per Attendee Fee

4.    Combination Model

Some PCOs use a combination of fee structures, such as a base flat fee combined with a percentage of revenue or additional fees for specific services (eg sponsorship acquisition, speaker management).

5.    Profit Share or Performance-Based Fees

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We encourage you to discuss the available fee options with your friendly PCO to find the best fit for your event.

How does early involvement of the PCO affect budgeting and cost management?

Early involvement of the PCO allows for more accurate budgetting and financial planning. It provides ample time to explore cost-effective options and avoid rushed decisions that could lead to higher expenses.

What should I look for in a PCO?

When choosing the the right PCO, consider these important factors:

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Relevant Experience: Look for a PCO with a proven track record in organising events similar to yours, both in scope and within your industry. This ensures they understand the specific challenges and requirements involved.

Comprehensive Services: Ensure the PCO offers a full range of services, including logistics management, marketing, sponsorship acquisition, attendee registration, and post-event evaluation. A one-stop solution can streamline the entire process.

Strong Reputation: Review client testimonials, case studies, and references to gauge the PCO’s reliability and quality of service. Their reputation in the industry speaks volumes about their ability to deliver a successful event.

Transparent Pricing: Opt for a PCO that provides clear, detailed pricing with no hidden fees. This will help you manage your budget effectively and avoid surprises.

• Tailored Solutions: Choose a PCO that takes the time to understand your specific goals and offers customised solutions to meet your unique event needs, rather than applying a one-size-fits-all approach.

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