SERVICES THAT A PCO CAN PROVIDE
A PCO can take care of as much or as little as you require. It is important to decide which of these services are required so that a tender document can be produced and submitted. A full range of services would be likely to include:
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Preliminary Conference Services
• Assistance with conference bids • Venue research and feasibility • Advice and consultancy services • Help in defining objectives • Venue negotiation • Guidance on conference taxation liabilities • Preliminary outline plan • Organisational structure • Meetings with organising committees • Liaison with airlines • Liaison with production companies • Insurance cover |
Conference Set-up and Financial Support
• Secretariat and office facilities, including mailing address • Registration processing systems (both electronically and manually) • Food and beverage • Décor and staging • Tour programmes • Delegate transfers and on-site transportation • Accommodation bookings • Scientific or technical programme support • Abstract handling (both electronically and manually) • Exhibition sales and management • Draft income and expenditure budget • Finance consultancy – pre-finance, sponsorship, exhibition, loans, registration fees • Book-keeping, GST returns • Control of bank accounts, income and expenditure ledgers |
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On-Site Services
• Poster sessions • Speaker liaison • Marketing and public relations • Venue management • Press office • Staffing on site • Social events • Audio-visual equipment • Simultaneous interpretation • Conference recording • Translation of conference documentation • Videoconferencing |
Post Conference Activities
• Design and print (conference image) • Electronic information and design • Gifts and conference accessories • Closure of conference accounts • Full Post-event report • Post-event evaluation • On-site services – electronic message systems, signs, security |
