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Professional Congress Organizers - Coggle Diagram
Professional Congress Organizers
Gloria Casanova
Mondial Congress & Events (Austria)
Senior Project & AMC Manager
Congresses
It's a gathering of people with common interests and/or ideas
Professional associations & organizers
Academic disciplines (medical, technology, economical...)
Clients
Speakers
Organizers
Exhibitors & Sponsors
Delegates
Budget
Catering
Marketing
Venue
Printed material
Networking program
General organization
Finances & Consultancy
Income
Sponsors
Registrations
Exhibitors
Subsidies, grants...
PCO's
It's a company that acts as a consultant in the organization and administration of congresses
Why do we contract them
To organize one single congress
Provide services for multiple events
Professional staff, support, administrative members, technologies and equipment
Services
Scientific programme management
Notify acceptance or rejection of submissions
Confirm proper receipt of abstracts and papers
Set up an online abstract platform
issue calls
Distribute submissions to the reviewers
Exhibition & Sponsoring
Keep accounts
Coordinate sub-contractors
Compile an exhibition plan
Measure exhibition space
Serve as an interface between venues and exhibitors
Research potential sponsors, exhibitors & relevant invitees
On-site assistance for the companies (set ups, meetings...)
Networking programme
Request quotations, contract and invoices suppliers
Compose texts for invitations
Provide a concept and suitable suggestions for the events
Management of invitations
Speakers, faculty...
Bill travel expenses and remuneration
Send invitation letters
Coordinate registrations and hotel bookings
Handle ongoing correspondence with speakers
Delegate servicing - registration
Set up an online registration platform
Provide registration options (online, fax...)
Collect registration fees
Accommodation, cultural programs, tours...
Handle ongoing correspondance with delegates
Budget&Finance Management
Offer support with the analysis of tax issues
Complie and update congress budget
Set up a financial reporting system
Marketing & Advertisement
Develop a marketing plan according to the congress structure
Coordinate the development of corporate identity
Coordinate de set up of the congresses website and provide updates
Venue & On-site Management
Research and find the best venue available
Negociate and Conclude venue contract
Planning & Consulting
Prepare a candidacy
Draft an action plan and a timeline
Take part in organisational meetings with the organiser
Advise and Coordinate logistics
Serve as a central contact point for organisers and suppliers