CONVENTION & PCO
We are a team of Professional Congress Organizer (PCO) who can ensure the fruition of your congress in a professional manner. An expertly designed and managed meeting experience can act as a powerful strategic tool to deliver short term and long term benefit to your company or organization. From macro perspective to the minutiae, from concept to delivery, we can make sure your convention achieve a greater success and amplifies your message.
Our Service
We can add value by…
1. Saving time for a regular tender process
2. Creating the latest ideas, technology and trends
to develop your congress
3. Developing a long-term marketing strategy
• On-line abstract handling
• Paper abstract handling
• Abstract review process
• Production of an abstract publication, etc.
• Speakers co-ordination
• Planning of the sessions
• Overall logistics related to the contents of the congress programme
• Production of programme overview
Abstract Handling
Speaker / Programme Management
• Congress marketing and promotion strategy
• Announcements and programmes production
• Promotional material, social media campaign production
• Communication with press, facilities, accommodation
and delegations
• Liaison with nominated press offices
• Technical equipment, accreditation and registration
Marketing & Communication (MARCOM)
Press Liaison & Arrangements
• Drafting and managing of the congress budget
• Selection of exhibition space
• Preparation for exhibitor guidelines and floorplans
• Co-ordination of stand services and invoicing
• Co-ordination of set-up and dismantling of the exhibition
• Management of bank accounts, cash flow, taxes, preparation of accounts etc.
• Invoicing and payments
• Identify and develop
opportunities and guidelines
• Sales and marketing of sponsorship opportunities to potential sponsors
Budget
Financial Management
Exhibition
Sponsorship
• Liaison with the various authorities, implementation and dissemination of recommendations, etc.
• Selection, contracting and co-ordination of suppliers
• Detailed move-in/move-out plans and signage for all venues or locations
• Negotiation of the contracts and on-site management of the event
• On-line and on-site registration, collection of fees, statistical reports on registration numbers, breakdowns etc.
• Pre-accreditation and on-site management of delegations
• Job descriptions, insurance, staff training and HR, data management and clients satisfaction
Security
Registration/Accreditation
On-site Management
Staffing
• Design and production of any and all congress supplies such as programmes, badges and bags, etc.
• Selection of the venue and the negotiation of the contract
• Implementation of audio, visual equipment and conference apps
• Use of social media for the life cycle of the event and on-site networking solutions
• Engaging of interpreters
• Co-ordination with Chief Interpreter’s Office
• Management of booths and equipment, collection and distribution of papers to interpreters
Congress Materials & Printing
Venue Selection
Congress Technology
Simultaneous Interpretation
• All hotel block-bookings, allocation of hotel rooms to individual participants and/or groups and delegations, negotiations, payments, management of modifications, reporting, etc.
• Proposal and management with transport managers
• Arranged coach and/or public transportation, including transportation routes and co-ordination with police on security areas as applicable
• Proposal, sales and management of various social programme activities such as opening and closing ceremony, gala dinner etc.
• Pre- and post-congress events
• Recycling initiatives
• Carbon-offset possibilities
• Fair Trade considerations
• Use of suppliers with an active green policy
Hotel Reservation / Accommodation
Social Programme & Tours
Transportation
Corporate Social Responsibility
Case Study:
Insurance Group - MDRT day
Task:
Organize a convention that can boost the morale of the employee
Insights:
The deadline The Million Dollar Round Table (MDRT)is approaching. The company would like to improve their ranking of MDRT in Hong Kong, encourage their employee to reach the requirement of MDRT through the convention
Decision:
1. Slogan: “Be One, Be No. 1”
2. Holding talks by successful agents, providing participants methods and tools to achieve MDRT
3. Reinforcing mindset by inviting an external guest to share their experience on overcoming difficulties
