Help for congress management
Organising a scientific congress or business conference can be time consuming and considers many variables. Scientific goals and business objectives are normally at the centre of the conventions and all other functions must support the main targets. When organising different assemblies abroad, a number of components must be taken into consideration. Professional Congress Organisers (PCO) help organisations to manage and produce multifunctional events in local environment, while customers can focus on the content of the professional meeting.
How to choose a perfect PCO for your needs?
The decision of using a professional congress organiser (PCO), destination management company (DMC) or Event Management Office should be made in the very beginning of the congress process. The range of different professional organisers is as colorful as is the variety of different events. It’s worth to spend a moment or two to figure out what kind of service provider would suit best to your needs and wishes. We gathered some tips for how to choose a perfect partner.
1. Clarify your needs
Searching for the perfect partner for your congress project starts with clarifying your own needs: with which part of the project do you need and want to have help? Are you looking for someone who can manage your entire event process or simply some help with a single congress element, e.g., planning social events and receptions or help with coordinating accommodation and transportations? Professional congress organisers (PCO) and event management offices can help master the overall event project, as destination management companies (DMC) are more specialized in specific elements of an event.
2. Set a budget
Be realistic and in line with your expectations when setting a budget for your congress. With a price tag of a simple seminar, it is unrealistic to hope for a costly multifunctional event. You don’t always need to go the whole nine yards in order for an event of good quality, but your hopes and wants need to be up to date with your budget frame. Consider wisely, which elements of the congress are “a must” for you to be able to reach the set goals. Define which functions can add true value to your participants and which components are adding something extra but are not crucial to your event project. Professional congress organisers and event management offices can assist you in planning a solid budget for your congress.
3. Do your homework
Do your homework by listening to the jungle drum and look for references of potential partners. Search for recommendations, testimonials, a good reputation in the field origin from reliable co-operation, professionalism, and actual successful events which have generated value to both congress organisers and participants. Get ready and prepare to have more detailed discussions on your objectives, needs and expectations with potential partners. Genuine professionals want to learn more about your event project before presenting an offer.
4. Trust your intuition
When deciding between different service providers it is worth trusting your own instincts. Assess carefully with whom you want to partner up with for a long time and do close co-operation, as organising scientific congresses and business conferences are long-lasting processes. Who is the best partner to take your congress to the finish line? Who understands your needs and wishes clearly? And moreover, to whose solid care can you trust your event project?
Professional congress organiser (PCO) services
We, Tapahtumantekijät Ltd., as a professional congress organiser plan, produce and direct well designed and effective conferences where genuine encounters are at the centre together with scientific goals. We offer full conference management services and manage all variables. Our services typically include organizing all congress variables, but in some cases focus on only a specific part (e.g. gala dinner) can be negotiated. We work closely with key contractors in Finland and have excellent connections through years of co-operation.
- venue management
- financial management and budget control
- planning and executing multi-channelled conference marketing
- opening and closing ceremonies, social events, pre- and post-events
- virtual and hybrid solutions
- logistics: managing venue usage and room capacity, signage, screens, furniture
- event technology
- audio-visual elements
- catering services
- volunteers, personnel
- security, safety, privacy
- graphic design
- after-care: feedback, surveys, reports
- call for submissions
- abstract management
- short & full papers
- poster management and display
- programme management
- speaker management
Delegate management and delegate experience
- participant communication
- conference materials
- accommodation and hotel bookings
- transportation services
Sponsorships and exhibition management
- concepting, planning and production of an exhibition area
- production and management of sponsorship and exhibition packages
- sales support, quotations, and business development
- agreements and invoicing
- communication and customer service
Conference web services
- conference website
- networking and interaction tools
- conference mobile application
- virtual conference bag
- lead scanning
- supportive websites for exhibitors and speakers
- conference set-up and dismantle
- production and schedule management
- onsite registration and info services
- exhibitor support
- stage management, speaker briefing, speaker support services
- supervising personnel
- crowd management