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 Plan your next event with Via Hansa PCO
While the main criteria for a successful conference is indeed its content, our experience and knowledge in planning and administration will ensure smooth management of your conference and let the organizers concentrate fully on creating the maximum value for participants.
At your service!
Via Hansa PCO serves corporate as well as governmental and association meetings, tailoring its portfolio of services as needed for each particular event:
Planning and project management
· Assistance with congress bids, advice and consultancy, organisational structure
· Liaison with organising and scietific committee, supplier relations and contracting
· Day-to-day management
· Post-event evaluation
Conference image and publications
· Design&print, webpage, mailings, gifts and congress accessories
Venue selection and management
· Impartial advice on destinations and venues throughout the Baltic region
· Venue research, negotiations and contracting
· On-site services: décor&staging, audio-visual equipment, signage, security
Conference secretariat
· Delegate registration, booking and invoicing, mailings and other secretarial services
· Correspondence with delegates and speakers, liaison with exhibitors and sponsors
· Exhibition sales and administration, sponsorship management
· On-site staffing
Accounting and finances
· Draft income and expenditure budget – sponsorship, exhibitions, registration fees
· Book-keeping and management of receivables, income and expenditure ledgers
· Closure of congress accounts
Administrative assistance to the scientific committee
· Abstract handling, poster sessions, technical support
Translation service and equipment
· Translation of congress documentation, simultaneous interpretation
· Rental of equiment for simultaneous interpretation
Catering and social programme
· Food and beverage
· Evening functions and other social events
· Pre- and post-tour programmes
· Delegate transfers and on-site transportation
In order to provide organisers with the best possible support, it is highly recommend to start cooperating with PCO in as early stage as possible (preferrably already when preparing the bid) whereas professional advice in selecting the destination and venue, contracting the hotels and drafting conference budget is often the key to successful management of your conference.
Also, all conferences do not foresee the need of the full list of services as above and it is important to plan the division of tasks among organizers and the PCO as efficiently as possible.
When you start planning for your next event, please feel free to contact us
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