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WELCOME TO THE WORLD OF CONGRESS ORGANISATION. ASSOCIATION MARKET By…
WELCOME TO THE WORLD OF CONGRESS ORGANISATION.
ASSOCIATION MARKET
By Gloria Casanova
What is it? Who organizes it?
Professionals associations and organizations
This includes academic disciplines, licensed or certified professions, special interest groups within professions, line workers within professions
Political parties
Individual organizations
Educational institutions, departments or groups
Meeting of people with common interests and similar ideas
Congress Coverage
- Local:
CAT (Cardio - Societat Catalana de Cardiologia)
- National:
SEC (Sociedad Española de Cardiología)
- Continental
- European ESC (European Society of Cardiology)
- Worldwide
- International Academy of Cardiology
What is it?
Company specialized in the organization and administration of conferences
Type of services
Full service
Only partial services
Advice and consultancy
Ways to contract a PCO
To organize one single congress
Core PCO:
Provides the service for either multiple Events or on a multiple year
AMC (Association Management Company):
Professional service company that specializes in providing management services for associations on a fee-for-service basis
Type of services
Planning and Consulting:
Prepare a candidacy = BID
Define responsibilities
Organisational meetings
Budget and Financial Management
Offer support --> Tax issues
Monitor the expenses and income
Venue and On Site Management
Advise on venue requirements
Negotiate and conclude venue contract
Set up the scientific poster area
Marketing and Advertising
Develop a marketing plan in accordance with the congress
Coordinate printed matters
Delegate Servicing
Set up an online registration platform
Provide registration fees via bank transfer or credit card
Speakers, Faculty and Chairs
Send out invitation letters
Handle ongoing correspondance with speakers
Networking and Framework Programme
Provide a concept and suggestions
Request quotations
Develop and supervise an action plan
Exhibition and Sponsoring
Research potential sponsors and exhibitors
Keep accounts and provide final settlement
Scientific Program Management
An online abstract submission platform: The abstract needs to be reviewed and approved by the Scientific committee
Clients
1. Organisers:
Who contract they to organise the congress
2. Exhibitors and Sponsors:
They pay to be there
3. Speakers:
The ones who are invited
4. Delegates:
Pay registration fees at the congress
*The Congress Budget --> Really important. it manages the congress
Expenses
- Venue:
Space rental, translation system...
- Printed materials:
Design of congress logo...
- Marketing:
Webpage, congresses App...
- Materials:
Badges, bags...
- Scientific programme:
Invited speakers...
- General Organisation:
Organisational meetings...
- Catering Services:
Coffee breaks, lunches
- Networking Program:
Venue rental, catering services...
- Financial and Consulting:
Consultants...
Consumer Price Index
Incomes
Registrations
Exhibitors
Sponsors
Subsidies, grants
Different changes
Virtual vs. Real-life
Efficient programme and sessions
Different sponsoring and display formats
Technical challenges and solutions
The industry is changing
The Covid-19 has been an accelerator for virtual events
CONGRESS
PCO (PROFESSIONAL CONGRESS ORGANISER)
COVID-19