Professional Congress Organizer

As a PCO (Professional Congress Organiser), we provide full support and services in accordance to our business corporate clients’ needs and including all aspects of congress organisation. Due to our experience as DMC and Tour Operator for the Balkan region, Pro Optimus is able to provide PCO services for every destination on the Balkans. We will meet all your requirements and take care of online registrations, payments and accommodations thus organising a unique social program.

Services

Project Management

  • Executive Project Manager dedicated to your congress
  • Venue & Hotel evaluation / selection
  • Participation at congress meetings
  • Elaboration of a “Plan of Action” and schedules
  • Congress Budget Preparation and regular updates

Program and Web Design

  • Coordination, Design, Approval of any printing material (e.g. first/second announcement, final program, abstract book)
  • Concept, Design and Hosting of an Official Congress Website

Registration

  • Implementation of an Online Registration System, which can be integrated into the official congress website
  • Professional handling of Individual and Group registration

Collection of Payments including automated credit card processing

  • Complete Online Abstract Handling, Reviewing and Session Management
  • Acceptance / rejection communication with authors

Exhibition management

  • Design and Preparation of Advertising Materials
  • Evaluation of the market and cross-selling to potential exhibitors
  • Complete Exhibition Handling from First Contact and Contract to Final Invoicing
  • Coordination of all exhibition services (floor plans, booth setup/dismantling, exhibition kit)

Sponsoring

  • Design and Preparation of Sponsoring Opportunities
  • Evaluation of the market and cross-selling to potential sponsors
  • Coordination and execution of all sponsoring services
  • Hotel accommodation
  • Evaluation, Contracting and Negotiation with hotels
  • Preparation of various hotel brochures, maps, lists
  • Fully automated Online Booking Tool for Individual and Group Bookings

Social program and partner program

  • Concept, budgeting and operation of official social events
  • Complete handling of sight-seeing tours, pre-/post-congress tours for delegates and their accompanying personnel

Transportation

  • Organisation of bus transfer from/to airport
  • Shuttle service during the congress between hotels and congress venue
  • Private VIP Limousine Transfers

On-Site Coordination

  • Complete logistics at the congress venue (e.g. signage, AV equipment, hostesses)
  • On-site desk for all congress matters including registration, accommodation, social events, tours, speakers, exhibitors, sponsors, hostess services

Equipment for PCO

  • Sound Loudspeakers, stage monitors & side fills, mixing consoles, microphones, intercoms, wireless microphones, equipment for simultaneous interpreting, system for interactive data collection (interactive voting)
  • Lights Spotlights, halogens, floodlights, lighting consoles
  • AV Video equipment (LED screens, LED curtain, DLP projectors – HD or SD, projection screen, LCD monitors) Theatre equipment (DCP projector, 35mm movie projectors, screens, air screens, audio system) Wide screen systems
  • Staging