Q: What can a PCO do for me that my staff can’t?

A: PCOs have the human resources, technical resources and contacts needed to organize and manage world-class events. Its experience and skills, that has been built up over many years, allows it to produce professional results even on a shoestring budget. Undertaking your project from scratch would demand a great deal of your staff’s valuable time, time that a PCO can provide.


Q: What is the difference between a PCO and ….
a travel agent, destination management company, tour operator, convention bureau, hotel, caterer, public relations consultancy, production house, conference centre?

A:  All of these organizations may offer some kind of conference management service apart from their core business. An independent PCO company has no conflicting interests. It is the only one specializing in every aspect of conference organization and co-ordination, taking full responsibility for the budget control and liaising whenever necessary with all other suppliers, including those listed above.


Q:  Would the PCO take over completely?

A:  No! You and your colleagues retain complete control over your conference, with none of the day-to-day logistical hassle.
At the outset of a project, the PCO sits down with the client to discuss the aims and objectives. Many decisions need to be made and the PCO can help identify those critical for success and offer advice on how these could be achieved. The client is still responsible for the content of the programme, but the PCO can give full administrative and technical support tom manage it.


Q:  What will it cost?

A:  The PCO’s fee will be charged on a fee basis. Such fees cover a PCO’s staff and time expenses. The actual expenditure of the conference, including expenses such as mailing, telephone calls, etc. are usually charged separately. All costs, including fees, will be incorporated into the conference budget.
Whatever the arrangement, the client and PCO agree on what is covered by the fee. A written contract between two parties, Client (Principal) and PCO (Agent), is essential.
Most PCOs will also offer delegates an accommodation-booking service, costs of which in some countries are covered by certain commissions from hotels.

To employ the services of a PCO might look expensive at first, but if you count the many, many hours of work and logistical experience involved, it will become clear that using a PCO’s expertise means that you avoid wasting money. Also, there is less chance the event will make a loss. In fact, in many cases where events are intended to be profitable, the proceeds have actually increased. The PCO can also suggest sources of finance or pre-finance the event, and, given sufficient lead-time, assist in identifying potential sponsors.