When tasked with organising a conference there are a substantial amount of difficulties to consider. From the initial planning and abstract data organisation, choosing a suitable destination and venue, hiring all external partners, like the sound and visual technology company, and catering for the event, to determining who will be speaking, providing accommodation for attendees and keeping them informed throughout the entire process. Not to mention the promotion of your conference. This can be a tricky task even at the best of times.
A poorly organised conference can be a poor reflection on your company and can be a daunting undertaking for even the most experienced meeting planners, let alone a novice.
The above said is only scratching the surface of what it takes to organise a conference successfully, and that is why we always recommend the engagement of a professional conference organiser (PCO).
A PCO is a company whose primary focus is specialised in the planning and execution of conferences, events, and meetings in general. In this article, we want to look at five ways a professional congress organiser can help you.
Providing effective promotional and marketing efforts
When organising a conference and meeting planning, you want the right kind of people there. You also aim for a full house. A PCO can achieve this for you through targeted PR efforts and an elaborate digital marketing strategy.
This is achieved through the use of effective marketing tools to develop engagement agendas to cement the event’s impact and perpetuity – especially potent for annual, recurring events.
PCOs have got tried and tested techniques and have promoted many successful conferences before. You were planning on utilising external services for just about everything else, so why not let an expert do the marketing for you?
Handling admin & maximising budget
With so much to consider, the last thing you are probably thinking about is the administration and registration that goes hand in hand with organising a conference.
Think about things like dietary requirements for your attendees, security measures or even mobility/access requirements. PCO’s are experts in deliberating each and every detail.
PCO’s will handle tax compliance and budget effectively, taking into consideration committee objectives, while maintaining a quality event.
Furthermore, PCO’s will not only maximise your budget (link) but help you save on costs too. They will, among a host of other things, help you avoid potential penalties, inflated venue hire costs, and negotiate on your behalf when it comes to employing any external service to make the conference run smoothly.
Suppliers often take advantage of first-time conference organisers or clients that are using them for the first time. PCO’s have already established, strong relationships with event suppliers built on history and trust.
These professional relationships can be incredibly beneficial. Just think about it. A PCO will facilitate all communication, negotiations, quotations and invoicing between suppliers. They will also ensure that suppliers deliver excellent service timeously.
In addition to this, you will not have to deal with your committee when it comes to warranting certain purchases – your PCO will be the first point of contact.
Lighting fast problem solving
Since professional conference organisers have run and successfully implemented so many meetings before, they are lightning fast problem solvers. They have most likely been faced with every possible conference organising issue one can experience.
Chances are that if you had to be orchestrating the whole conference on your own, you would be so caught up in the many aspects that you would naturally miss a few things.
The advantage of a PCO is that they have a whole team of specialists that are experienced in thinking on their feet and handling even the most arbitrary of things. Given their contacts, experience, and relationships with influential industry expert, goals will be achieved as you desire.
Help you evaluate your conference’s success
How do you gauge the success of your conference? Are you experienced in post-conference reporting?
You will need to report to the powers that be on what went well, what went wrong and how you could improve when it comes to putting on your next conference.
Again, PCO’s will facilitate this entire process, providing you with all the data you could need to evaluate every single aspect of your conference.
If this sounds like a viable solution for your association, then why not achieve a memorable, well-attended conference by hiring Congrex Switzerland as your professional conference organiser?
Congrex Switzerland is an internationally operating agency delivering customised solutions. This encompasses the overall organisation of conferences and meetings including the management of hotel rooms and the strategic consultancy. Annually Congrex Switzerland organises approximately 45 events with over 73’000 delegates. Amongst our clients are international associations, governmental organisations and corporations.
If you wish to receive additional information about Congrex Switzerland, please feel free to contact us.