1) ASSOCIATION MANAGEMENT

Bidding process

• Research through various databases for international organizations that wish to organize their next scientific event in Greece.
• Research through various databases for congresses, conferences or events that could be organized in Greece
• Communication with the international organization
• Preparation of the offer booklet (bidding)
• Presentation and promotion of the offer and the product to the members of the Organizing Committee that are responsible for the selection of the destination.
• Sponsorship of the entire bidding process to the members of the Organizing Committee of the host city
• Collaboration with local and government authorities in order to secure the support of the conference or the event (and ensure their sponsorship)

2) CONGRESS MANAGEMENT

Planning / Offer

• Proposal preparation after consideration of the place and the specifics of the event.
• In-person presentation to answer all questions and points.
• Alterations or adjustments to meet with the organizers’ needs and wishes.

Budgeting

Preparation of a full economic plan, covering all possible and expected expenses, as well as suggestions for possible funding sources.

Execution / Organization / Coordination

The approved plans and schedules are precisely followed.

Coordination of the Scientific Program

• Creation of a Web Site for the Congress
• Electronic submission of Summaries / Scientific Papers
• Electronic enrollment for the Congress
• Collection of Summaries and submission for evaluation
• Briefing of the authors
• Collection and delivery of pre-registrations
• Dispatch of all necessary correspondence with the speakers, coordinators and participants

 Sponsorships

• Thorough market research.
• Contact with prospective sponsors with appealing and informative brochures.
• Presentation of the possibilities for promotion.
• The initial correspondence is followed by personal contact.

Coordination of the Tourist and Social Programs

• Seeking new, interesting places, where events may be held.
• Inspection of all possible locations and presentation to the interested party, to meet their needs and preferences.
• Accommodations for the participants.
• Arrangement and decoration of the area where an event will be held.
• Security of the participants.
• Research for the most advantageous offers from suppliers.
• Creation of  informative, tasteful and innovative brochures.
• Tourist support for the participants and their escorts (transportaion, excursions and guided tours).
• Attention to the proposals for the social and cultural events, associated with the congress.

Publicizing and Promotion of the Congress

• On the Internet and in all publications of related interest
• Organizing Press Conferences
• Publishing Press Announcements in all public media, in medical periodicals and magazines, etc.
• Placing posters in hospitals, Medical Care offices and other areas of interest
• Securing Promotion Sponsors

Registrations

• Pre-registration of participants and recording of information on PCO CONVIN’s computer system
• Contact with pre-registered participants and confirmation
• Creation of a list of pre-registered participants
• Creation of badges for the participants
• Electronic surveillance of entrances and exits of participants to and from the convention rooms
• Management of on-site documents

Organizing the Commercial exhibition

• Thorough study and detailed planning of the exhibition and the stands
• Collection and evaluation of offers from construction companies
• Designing and printing of a personalized, informative pamphlet, which is sent to possible exhibitors
• Preparation of the area for the construction of the stands and the coordination during the exhibition
• Financial management of the exhibition, until the final settlement of all the exhibitors’ accounts

 

3) EVENTS & DESTINATION MANAGEMENT

CORPORATE EVENTS

• Detailed planning of the event according to your needs
• Variety of locations and arrangements from which to choose
• Designing and printing, after your approval, of invitations, menus, brochures, etc.
• Production of informative films and presentations
• Market research and supply, after your approval, of souvenirs / advertising gifts.
• Composition of Press Announcements and promotion of your event through the Media.
• Submission of ideas and suggestions for an original, quality artistic event.
• Transportation of participants to and from the event.

DESTINATION MANAGEMENT

• Accommodation in selected 3, 4 or 5 star hotels
• Air tickets (our company is an IATA member)
• Boat tickets (our company has a contract with almost all shipping companies in Greece)
• Car rental
• Yacht rental
• Transportation with new and luxurious buses and professional drivers
• Private transportation with luxury taxis or limousines and professional english-speaking drivers chauffeurs
• Guided tours in all languages by licensed professional guides

4) GETAWAY PLANNER _{by PCO-CONVIN}

• Incentives
• Business Trips (corporate travel – participation in congresses abroad)
• Recreational Travelling-Leisure
• Hotel accommodation
• Airline Tickets
• Ferry Tickets
• Land arrangements (transfers, rent a car, sight seeing)