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How a Professional Conference Organiser (PCO) will help you

About a PCO

A professional conference organiser or PCO is a company which specialises in the management of conferences, seminars and business events for academic and professional associations.

A PCO will provide a full service management for conferences including conference design, abstract management, program development, registration, venue selection, accommodation, speaker sourcing, marketing, audiovisual, logistics, administration support, financial management, social functions leisure tours, sponsorship and trade exhibition services.

By engaging a PCO, you outsource the role of Project Manager to an team of knowledgeable experts that will act as a link between suppliers, provide sound advice to the organising committee and manage technical elements to ensure the success of your conference or business event.

A professional conference organiser or PCO is a company which specialises in the management of conferences, seminars and business events for academic and professional associations.

A PCO will provide a full service management for conferences including conference design, abstract management, program development, registration, venue selection, accommodation, speaker sourcing, marketing, audiovisual, logistics, administration support, financial management, social functions leisure tours, sponsorship and trade exhibition services.

Five Reasons to use a Professional Conference Organiser (PCO)

1. TIME SAVING

A PCO is an expert at saving you time and minimising stress for the organising committee. By finding the right PCO, you will have a support system readily available to answer questions, meet deadlines and keep your team accountable to make sure everything runs smoothly in the lead up to your conference. Time is money and they will be able to streamline processes for you.

2. FINANCIAL MANAGEMENT

If you have organised a conference before then you know that costs can add up, QUICKLY! A PCO will be able to provide you with a realistic budget from the start as well as help you manage your expenses, identify cost savings and an effective sponsorship revenue strategy. An established PCO works on events all year round so they will have great relationships with suppliers, hotels and accommodation providers which will help save you money along the way.

4. EXPERT ADVICE

The right PCO will make you feel comfortable right from the start. They will be able to provide you support and expert advice that will save you time, money and stress. We don’t doubt that your in-house staff are great but they may not have the knowledge, experience or time that a PCO will to do your event justice.

4. ADD VALUE

As a PCO we’ve seen and done it all and whilst your committee might have wonderful ideas, we know that not all ideas work in practice. Our expertise as a PCO will make sure your delegates receive the experience they are paying for by adding value to every element of your event and making your money work!

5. PROBLEM SOLVE

The conference that you deliver will be a true reflection of your organisation or association so it is crucial that we get it right. There are so many elements to running a conference, often it can be overwhelming but a PCO will be with you every step of the way to solve your problems, instantly react on-site and deliver a well rounded and seamless experience.

How to Choose the Right PCO

Provide an Event Brief

It is important to provide your PCO with as much information about the event as possible for your PCO to accurately estimate their costs. For example, include information such as event history, types of services required, accurate budget estimate, number of conference days, dates and location, how often the conference runs, no. of delegates, registration fees, social functions, size of exhibition, accommodation requirements, no of presenters or a program overview and pre/post event tours.

create a shortlist

In order to select a PCO that is the right fit for the management of your event we recommend that you establish a set of key criteria. The criteria might include a summary of previous conferences they have organised, images or testimonials from clients, professional association memberships, number of years in operation or team size. It’s also useful to complete reference checks with clients both past and present that your PCO has worked with.

GET TO KNOW THEM

It is normal to want to get to know the team that you will end up working with. Arrange a time for your Organising Committee or Association to meet with the preferred PCO for a presentation or interview so that you can ask any questions you may have.

This is your chance to find out about their track record, if they have organised events of a similar size, what their core business is, how advanced their technology is, environmental and cultural policies, level of experience and whether they subcontract or run everything in-house.

SELECT YOUR PCO

Once you have been through all of the steps, it’s time to make a decision. Select the PCO that best matches what you are looking for and that you will have the best working relationship with. The selected PCO will send you an agreement to sign off on and its time to start working together to plan your event!

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"I would highly recommend connecting with Ellie when it comes to organising your Conferences and Events, I am sure you will be taken care of and with her experience, she will make your event a real highlight for you and your audiences."
Donna Morris, Book Speakers Direct

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"BCC Management is a professional event management company. They are responsive to client's requests. They manage issues in a strategic way in particular during the pandemic. On-going communication is maintained well to ensure their customer satisfaction."
Winnie Huang

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"Ellie's professionalism is on the mark. She is super responsive and thorough with her attentiveness to big picture and the smallest of details. Thankful to be working with Ellie and the BCC Management team."
Michael Knight, Peer Power Australia

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"We have worked with BCC on a number of occasions over the last few years. Our experiences have been great - the team is very professional, organised and have made what can often be a stressful process (exhibiting at a conference) easy!"
Nicole Carbone, Higgins

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"BCC Management are highly professional and are experts in Business Events and Conferences. They are highly organised with their coordination of these events and dealing with them and making the event a success is a breeze. I would highly recommend them in regards to hosting a Business Event or Conference."
Natalie Blacker

Start a Conversation with Us

We would love to help you with your next conference, business event or sponsorship opportunity so contact us via the link below and we will be in touch