Definition & Function of Professional Conference Organizer (PCO)

PCO

A Professional Conference Organiser or Professional Congress Organiser (PCO) is a company which specialises in the organisation and management of congresses, conferences, seminars and similar events.

1. Professional Conferenc Organizer
2. Professional Congress Organizer
3. Described as Event Management Company
4. USA – Independent Meeting Planner
5. DMC (Destination Management Company) Specialist Ground operators untuk bidang incentive untuk perusahaan travel, serta menangani bidang converence organzer khususnya jika conferensi dilaksanakan di luar negeri

Association of British Professional Conference

Portofolio of services offered by a Professional Conference Organizer:

1. Venue selection, booking and liaison
2. Reservation and management of delegate accomodation
3. Event marketing, including the design of conference programmes and promotional materials, PR and media so-ordination, presentatons to commitees and board
4. Programme planning, speaker selection and briefing
5. Provision of an administrative secretariat, handling delegate registrations, recruitment, and briefing of conference staff, co-ordinationg delegates travel arrangements
6. Organization of exhibitions/expositions, including sales and marketing functions
7. Advising on and co-ordinating audio-visual services and the production of the event, including the provision of multilingual interpretation and translation services
8. Planning the catering for an event, liasing with chefs, conference and banqueting staff, and independent catering companies
9. Arranging social event, tour programmes and technical visits
10. Arranging security cover and advising on health and safety issues
11. Recording, transcribing, and producing the proceedings of meeting for publication, aranging poster sessions, processing of abstracts
12. Preparation of budgets, managing event income and expenditure, gerating revenue through sponsorship, exhibitons/expositions and satellite meetings, handling VAT and insurance issues
13. Preparation of contracts with venues and other supplier

DMC (Destination Management Company)

Local service organization

• Provides consulting services, creative events and exemlary management of logistics

Ground Operator provider

• Transportation in locale: coaches, rental cars, rail etc

Incentive Travel Houses and DMC’s therefore, work very closely together

• Idea (creative idea and wanthings that never been tried before for clients
• Tighter budgets
• Employed DMC staff, handle delegate accomodation

PCO Chalenge and Change

1. Only 25 – 40 percent now book via PCO, compare same way 80 per cent 10 years ago
2. Convention Bureaux are, in some cases, competing against PCO’s for commissions from both venue and accommdodation bookings, using such income to fund their ongoing destination marketing activity
3. The reduction of commision
4. Registration fees
5. PCO’s hotel contract

PCO ( Professional Congress Organizer)

• Perusahaan khusus untuk melaksanakan pertemuan (meeting) atau kegiatan dengan basis profesional
• Adalah Konsultan, adminstrator , kreator yang memberikan perhatian penuh bagi mendukung suksesnya kegiatan pertemuan yang diselenggarakan baik pemerintah, swasta, organisasi maupun assosiasi national, regional maupun international.

Tangggunag Jawab PCO

• Perencanaan /planning

1. Mengatur dalam struktur organisasi panitia
2. Membuat keterangan mengenai tugas dan kewajiban panitia secara detail
3. Mempersiapkan jadwal administrasi secara detail mengenai tanggung jawab dan batas kerja dalam tugas tersebut.

• Rincian Jadwal/ Shcedule

PCO membuat rincian secara jelas dan tertulis yaitu

1. Jadwal administrasi
2. Pembuatan breakdown timetable
3. Perencanaan lokasi / tempat
4. Peralatan audio visual chart
5. Pengaturan kebutuhan makanan dan minuman
6. Pembuatan tanda untuk pembicara
7. Penempatan staf
8. Management konverence hall
9. Kebutuhan kebersihan

• Koresponden/corespondence

1. PCO dapat membantu panitia di dalam semua kebutuhan korespondensi yang berhubuhan dengan kepentingan konferensi suatu organisasi. Kecuali materi teknis/program yang seharusnya dipenuhi oleh pihak panitia.

• Mencari tempat penyelenggaraan/venue search

1. PCO akan membantu pihak panitia didalam pencarian tempat penyelenggaraan. Sesudah itu PCO menindak lanjuti tempat penyelenggaraan setelah surat penunjukan diberikan.

• Menindak lanjuti kegiatan pelaksanaan penyelenggaraan

1. Negosiasi dan pengaturan kontrak
2. Membuat dan merinci mengenai fasilitas dan pengaturan ruangan
3. Mengatur lokasi atas fasilitas yang tersedia untuk kegiatan rapat panitia (penerimaan tamu, pendaftaran, sekretariann, gudang dan kebutuhan ruangan lainnya)
4. Alat bantu audio visual
5. Peralatan panggung, teknis dan elektronik
6. Tenaga pengangkut barang, tenaga kebersihan, tempat pembuangan sampah, dsb
7. Makanan dan minuman untuk para delegasi
8. Kebutuhan sekretaris, peralatan kantor , ketik-mengetik, fotocopy, dsb

• Promosi /marketing

1. PCO mengkoordinasikan semua kebutuhan surat-menyurat di dalam proses marketing atau promosi suatu acara.
2. Mengkoordinasi kegiatan akan kebutuhan promosi sebelum konferensi dimulai

• Penghubung delegasi/delegate liaison

1. Membantu panitia dalam semua kebutuhan komunikasi dengan peserta
2. Melaksanakan korespondensi, pembetulan , pembatalan dan permintaan-permintaan sebelum konferensi dimulai
3. Mendistribusikan pengumuman konferensi kepada peserta di indonesia
4. Menyusun secara alpabetical daftar peserta konferensi
5. Mengkoordinasi keperluan registrasi seperti acara, daftar peserta, jurnal atau brosur sesuai permintaan
6. Pemberian petunjuk-petunjuk yang diperlukan para delegasi di tempat

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