19 Sep 2024
What Is The Role of A Professional Conference Organiser (PCO)?
Are you tasked to organise conferences and events but are trapped in a bind? Are you worried you would overlook critical details for a well-managed event? A professional conference organiser (PCO) can wash your worries away with their expertise in bringing an event to a success.
Professional conference organisers are also known as professional congress organisers or conference managers. They specialise in planning and managing conferences on behalf of academics, companies, and researchers, with an expected audience of over 50 delegates.
They are responsible for fulfilling all the pre-, during, and post-conference details while maximising your budget and the impact of your conference. You can trust a professional conference organiser to deliver quality-assured event services in terms of marketing, negotiating with suppliers, contacting delegates, and receiving post-conference reports for future reference.
Professional conference organisers are also known as professional congress organisers or conference managers. They specialise in planning and managing conferences on behalf of academics, companies, and researchers, with an expected audience of over 50 delegates.
They are responsible for fulfilling all the pre-, during, and post-conference details while maximising your budget and the impact of your conference. You can trust a professional conference organiser to deliver quality-assured event services in terms of marketing, negotiating with suppliers, contacting delegates, and receiving post-conference reports for future reference.
Key Services Offered by Professional Conference Organisers
The role of a professional conference organiser is simple: execute an event under your command! PCOs work to fulfil your needs and specifications and ensure they represent your brand accurately by understanding the underlying principles of your organisation. Just furnish them with your requirements, and they will handle the rest.
Before the conference
Financial Management
Once your company agrees on a budget for your conference, hand it over to your professional conference organiser, and they will get to work. Your PCO will manage the budgeting of each element of the conference, including negotiating with vendors for the best prices, overseeing expenses, and other bookkeeping matters.
Negotiation of contracts with suppliers
A professional conference organiser will research and compile quotes from the best suppliers they find suitable and economical for your conference. It includes selecting the right venue, refreshments, and other materials for the conference attendees. They will send the list of suppliers and vendors to your committee to make the final call. With the assistance of the PCO, you can save time looking for the best suppliers.
Management of conference contacts
A professional conference organiser keeps your conference contacts, particularly vendors and suppliers, in check. Your PCO will send them reminders and keep them organised in completing their tasks.
During the conference
Event marketing and promoting strategies
Before and during the conference, a professional conference organiser will fill in the role of a marketer to promote your conference and attract delegates. They may employ website design, content maintenance, social media updates, and press releases to relevant publications. PCOs have the expertise, tools, and contacts to create a well-received conference.
On-site management and logistics
Your professional conference organiser ensures seamless registration and attendee management on the day of your conference. They will also provide technical support, such as setting up audio-visual equipment or managing online platforms for virtual or hybrid events.
After the conference
Post-conference report and evaluation
Your professional conference organiser will send you their input along with feedback from attendees regarding your conference. This report allows your committee to identify what works and areas for improvement for future events.
Understand The Goal Of Your Event
Before anything else, you need to clearly understand why you are throwing the event. Is it to celebrate a milestone, are you launching a new product, or maybe it’s just a networking event?
Once you have established that, it is time to do some research online to understand which event planning company specializes in what event. Understanding your goals will also help you communicate better with the event planner of your choice.
Good communication goes both ways. When working with your event planners, it is very important that they give you real-time updates. Not only that, they also need to answer your messages or follow-up questions in a timely manner, reflecting on their professionalism. If you notice any irregularities from the start, it is best you opt for another event planner.
With good communication, comes flexibility. Every event is unique. Plans may also change at the last minute due to unforeseen circumstances. Your event planner needs to be adaptable to adjusting plans and timelines, accommodating last-minute changes (like a venue change), and even providing alternative solutions without compromising the quality of your event.
Once you have established that, it is time to do some research online to understand which event planning company specializes in what event. Understanding your goals will also help you communicate better with the event planner of your choice.
Good communication goes both ways. When working with your event planners, it is very important that they give you real-time updates. Not only that, they also need to answer your messages or follow-up questions in a timely manner, reflecting on their professionalism. If you notice any irregularities from the start, it is best you opt for another event planner.
With good communication, comes flexibility. Every event is unique. Plans may also change at the last minute due to unforeseen circumstances. Your event planner needs to be adaptable to adjusting plans and timelines, accommodating last-minute changes (like a venue change), and even providing alternative solutions without compromising the quality of your event.
Level Of Expertise
Having an extensive amount of experience makes a difference, whether it is in any industry. Especially with corporate events, that professional touch is important.
This goes hand in hand with the first point, but if you are hosting a networking event, find an event planner who has a lot of experience when it comes to that.
How to know if an event planning company has a lot of experience or expertise? You can request for the company’s credentials, like any relevant awards or certifications. They should also be able to provide you with images or short video snippets of their previous event-planning services, showcasing the calibre of their work.
If you would like to see examples of our previous work, you can check them out here.
This goes hand in hand with the first point, but if you are hosting a networking event, find an event planner who has a lot of experience when it comes to that.
How to know if an event planning company has a lot of experience or expertise? You can request for the company’s credentials, like any relevant awards or certifications. They should also be able to provide you with images or short video snippets of their previous event-planning services, showcasing the calibre of their work.
If you would like to see examples of our previous work, you can check them out here.
Budget
Budget is one of the most critical factors to consider when researching an event planner.
In Singapore, there is a wide range of event-planning companies from big to small, startups to well-known, and their prices vary depending on each company. To help with your research, it’s a good idea to discuss your budget with your team or boss beforehand so you know exactly how much you are willing to spend.
This way, event companies can also work with you and provide suggestions that fit both your needs and budgets. Having a well-defined budget also allows planners to prioritize spending in areas that highly contribute to your event’s success.
In Singapore, there is a wide range of event-planning companies from big to small, startups to well-known, and their prices vary depending on each company. To help with your research, it’s a good idea to discuss your budget with your team or boss beforehand so you know exactly how much you are willing to spend.
This way, event companies can also work with you and provide suggestions that fit both your needs and budgets. Having a well-defined budget also allows planners to prioritize spending in areas that highly contribute to your event’s success.
Market Reputation and Reliability
Given the investment of money, time, and effort, you definitely want to make sure that you are investing it in the right direction, which leads us to an important factor: credibility.
Start by investigating their track record. Take a look at their site for customer testimonials, case studies, and reviews to understand their previous performance.
A company with a strong reputation will more than likely have a history of delivering successful events and maintaining good relationships with their clients. You may even enquire about past events by asking questions about planning and executing events, including handling an unexpected situation to better understand their experience.
PRO TIP: Search the company’s name on Google and read their ‘Google Reviews’ to have a better understanding of their services.
Start by investigating their track record. Take a look at their site for customer testimonials, case studies, and reviews to understand their previous performance.
A company with a strong reputation will more than likely have a history of delivering successful events and maintaining good relationships with their clients. You may even enquire about past events by asking questions about planning and executing events, including handling an unexpected situation to better understand their experience.
PRO TIP: Search the company’s name on Google and read their ‘Google Reviews’ to have a better understanding of their services.
Assess Their Range Of Services
When selecting the right event planner, their range of services needs to be considered. For example, if you are looking to host a huge corporate event online, you will need a planner who specializes in virtual events and knows how to keep everyone engaged.
Vice versa, if you are thinking of hosting an in-person event, you need someone who can manage everything from the venue to the music and entertainment.
Some event planning companies only provide in-person events. Here at Aspen, we provide several event options, which include:
Vice versa, if you are thinking of hosting an in-person event, you need someone who can manage everything from the venue to the music and entertainment.
Some event planning companies only provide in-person events. Here at Aspen, we provide several event options, which include:
Physical Events
Physical events are probably the most common type of event. We have had a lot of experience working on different types of events with multiple multitudes whether it is gatherings, exhibitions, conferences, or product launches.
We handle everything from the venue selection and setup to logistics and on-site management so you have nothing to worry about. Your only job is to enjoy the event just like everyone else.
We handle everything from the venue selection and setup to logistics and on-site management so you have nothing to worry about. Your only job is to enjoy the event just like everyone else.
Virtual Events
Everything can be done digitally these days, and yes, that includes events! Recognizing the growing importance of digital experiences, we also provide virtual event planning services.
Examples of virtual events we have planned include online conferences, webinars, and livestream experiences. Virtual events allow people from all around the world to attend.
To help make our virtual events a success, we use advanced technologies to facilitate interactive elements such as Q&A sessions, live polls, and virtual networking. With this, every single participant or attendee is involved and feels connected to the event, despite the physical distance.
Examples of virtual events we have planned include online conferences, webinars, and livestream experiences. Virtual events allow people from all around the world to attend.
To help make our virtual events a success, we use advanced technologies to facilitate interactive elements such as Q&A sessions, live polls, and virtual networking. With this, every single participant or attendee is involved and feels connected to the event, despite the physical distance.
Hybrid Event
Can’t decide between physical and virtual? No problem!
Aspen also provides hybrid services whereby we combine the best of both worlds, allowing attendees to participate either in-person or online.
Hybrid events are recommended for those looking to reach a broader audience. They can be a little tricky to execute as we have to make sure both in-person and online guests are having a comparable experience.
The good news is that we have planned multiple hybrid events, so we know a thing or two about creating a seamless experience by synchronizing both in-person and virtual components.
Aspen also provides hybrid services whereby we combine the best of both worlds, allowing attendees to participate either in-person or online.
Hybrid events are recommended for those looking to reach a broader audience. They can be a little tricky to execute as we have to make sure both in-person and online guests are having a comparable experience.
The good news is that we have planned multiple hybrid events, so we know a thing or two about creating a seamless experience by synchronizing both in-person and virtual components.
Private Events
Interested in hosting a private event? We got you!
Our team has experience in throwing both professional and private events, from birthday parties, to anniversaries, and several other personal celebrations.
Private events tend to be more intimate so they require a unique touch. We will work closely with you to understand your vision, making sure every little detail, from decor to the food, reflects your desired atmosphere.
If you are looking to host events in Singapore but do not know where to start, Aspen Event Planning is a great place to begin. Visit our store at 167 Kaki Bukit Avenue 1, Shun Li Industrial Park or give us a call at +(65) 6844 2808.
We cannot wait to turn your vision into reality!
Our team has experience in throwing both professional and private events, from birthday parties, to anniversaries, and several other personal celebrations.
Private events tend to be more intimate so they require a unique touch. We will work closely with you to understand your vision, making sure every little detail, from decor to the food, reflects your desired atmosphere.
If you are looking to host events in Singapore but do not know where to start, Aspen Event Planning is a great place to begin. Visit our store at 167 Kaki Bukit Avenue 1, Shun Li Industrial Park or give us a call at +(65) 6844 2808.
We cannot wait to turn your vision into reality!
Why Choose a Professional Conference Organiser?
Now that you know what a professional conference organiser does, why should you hire them?
Saves time
A professional conference organiser has a diverse network of suppliers and vendors. They act as your committee’s representative, managing communication with vendors and ensuring they provide their services as agreed. In the meantime, you can focus on other matters in preparing for the conference.
Elevates company image
Your PCO will ensure a smooth and enjoyable experience for attending delegates with their professional handling of logistics and details. As a result, you help to put your company on the map and grow its brand visibility.
Solves problems
A professional conference organiser has a lot of tricks up their sleeve. Their versatility and experience help them overcome potential setbacks on the day of the event or even during its preparation.
Tips for Choosing the Right Professional Conference Organiser
Before outsourcing the details of your upcoming congress to a professional conference organiser, you should properly look into the perfect PCO for your conference needs.
● Read the PCO’s portfolio and client testimonials.
● Be sure they have experience managing events of a similar scale.
● Ensure they offer other tailored services to meet specific needs for your conference.
● Be sure they have experience managing events of a similar scale.
● Ensure they offer other tailored services to meet specific needs for your conference.
Why Consider Aspen Event Planners As Your Professional Conference Organiser?
Aspen Event Planners has years of experience bringing our client’s conferences and events to life. We have a dedicated team of event managers, staff, and partners to ensure your event experiences smooth sailing from start to finish. We have expertise in offering solutions, whether physical, virtual, hybrid or even private events in Singapore.
If you have an upcoming conference and need help organising it, contact us at Aspen Event Planners today. We will help you create an event you will remember!
If you have an upcoming conference and need help organising it, contact us at Aspen Event Planners today. We will help you create an event you will remember!
