19 Sep 2024
What Is The Role of A Professional Conference Organiser (PCO)?
Are you tasked to organise conferences and events but are trapped in a bind? Are you worried you would overlook critical details for a well-managed event? A professional conference organiser (PCO) can wash your worries away with their expertise in bringing an event to a success.
Professional conference organisers are also known as professional congress organisers or conference managers. They specialise in planning and managing conferences on behalf of academics, companies, and researchers, with an expected audience of over 50 delegates.
They are responsible for fulfilling all the pre-, during, and post-conference details while maximising your budget and the impact of your conference. You can trust a professional conference organiser to deliver quality-assured event services in terms of marketing, negotiating with suppliers, contacting delegates, and receiving post-conference reports for future reference.
Key Services Offered by Professional Conference Organisers
The role of a professional conference organiser is simple: execute an event under your command! PCOs work to fulfil your needs and specifications and ensure they represent your brand accurately by understanding the underlying principles of your organisation. Just furnish them with your requirements, and they will handle the rest.
Before the conference
Financial Management
Once your company agrees on a budget for your conference, hand it over to your professional conference organiser, and they will get to work. Your PCO will manage the budgeting of each element of the conference, including negotiating with vendors for the best prices, overseeing expenses, and other bookkeeping matters.
Negotiation of contracts with suppliers
A professional conference organiser will research and compile quotes from the best suppliers they find suitable and economical for your conference. It includes selecting the right venue, refreshments, and other materials for the conference attendees. They will send the list of suppliers and vendors to your committee to make the final call. With the assistance of the PCO, you can save time looking for the best suppliers.
Management of conference contacts
A professional conference organiser keeps your conference contacts, particularly vendors and suppliers, in check. Your PCO will send them reminders and keep them organised in completing their tasks.
During the conference
Event marketing and promoting strategies
Before and during the conference, a professional conference organiser will fill in the role of a marketer to promote your conference and attract delegates. They may employ website design, content maintenance, social media updates, and press releases to relevant publications. PCOs have the expertise, tools, and contacts to create a well-received conference.
On-site management and logistics
Your professional conference organiser ensures seamless registration and attendee management on the day of your conference. They will also provide technical support, such as setting up audio-visual equipment or managing online platforms for virtual or hybrid events.
After the conference
Post-conference report and evaluation
Your professional conference organiser will send you their input along with feedback from attendees regarding your conference. This report allows your committee to identify what works and areas for improvement for future events.
Why Choose a Professional Conference Organiser?
Now that you know what a professional conference organiser does, why should you hire them?
Saves time
A professional conference organiser has a diverse network of suppliers and vendors. They act as your committee’s representative, managing communication with vendors and ensuring they provide their services as agreed. In the meantime, you can focus on other matters in preparing for the conference.
Elevates company image
Your PCO will ensure a smooth and enjoyable experience for attending delegates with their professional handling of logistics and details. As a result, you help to put your company on the map and grow its brand visibility.
Solves problems
A professional conference organiser has a lot of tricks up their sleeve. Their versatility and experience help them overcome potential setbacks on the day of the event or even during its preparation.
Tips for Choosing the Right Professional Conference Organiser
Before outsourcing the details of your upcoming congress to a professional conference organiser, you should properly look into the perfect PCO for your conference needs.
● Read the PCO’s portfolio and client testimonials.
● Be sure they have experience managing events of a similar scale.
● Ensure they offer other tailored services to meet specific needs for your conference.
Why Consider Aspen Event Planners As Your Professional Conference Organiser?
Aspen Event Planners has years of experience bringing our client’s conferences and events to life. We have a dedicated team of event managers, staff, and partners to ensure your event experiences smooth sailing from start to finish. We have expertise in offering solutions, whether physical, virtual, hybrid or even private events in Singapore.
If you have an upcoming conference and need help organising it, contact us at Aspen Event Planners today. We will help you create an event you will remember!
