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How to Choose the Right Professional Conference Organiser (PCO) for Your Event

You’ve already decided that you would like professional conference management for your event, but where do you start your research to find the perfect partner?  Choosing the right PCO is going to be crucial to the success of your event, and getting this stage of your event journey wrong could have huge implications.

Here are some key steps and considerations to help you make the best choice.

1. Define Your Needs and Goals 

  • Identify Objectives:
    Before you meet with potential PCOs have a think about what you want to achieve with your conference (e.g., networking, education, brand awareness).
  • Outline Requirements:
    List the specific services you need, such as venue selection, logistics management, marketing, and post-event evaluation. We have a handy ‘shopping list’ that will help you identify the areas you might need help with.

2. Research Potential PCOs

  • Look for Experience:
    Seek out PCOs with a proven track record in organising events similar to yours, particularly in your industry. If you have attended a well-organised conference, find out who the PCO was.
  • Check Reviews and Testimonials:
    Read reviews and testimonials from previous clients to gauge their reliability and quality of service. The Association of British Professional Conference Organisers is the UK’s leading body for PCOs; ask potential PCOs if they are ABPCO members. 

3. Evaluate Expertise and Services

  • Range of Services:
    Ensure the PCO offers comprehensive services, including budgeting, venue management, speaker coordination, and on-site support. Ask if they can be flexible with their services so that you can choose exactly what you need.
  • Industry Knowledge:
    A PCO who is familiar with your industry can provide relevant insights and connections, which will add value to their services.

4. Assess Communication and Compatibility

  • Initial Consultation:
    Schedule a meeting or consultation to discuss your vision and gauge their understanding of your goals.
  • Communication Style:
    Assess their communication skills and responsiveness. You will want a PCO who listens to your needs and communicates effectively and assertively.

5. Review Past Projects

  • Portfolio of Work:
    Ask for examples of previous conferences they’ve organised, including details about the size, format, and outcomes.
  • Case Studies:
    Look for case studies that demonstrate their problem-solving abilities and the impact of their events.
  • Testimonials:
    Check for client testimonials from past events that they have organised, and don’t be afraid to dig deeper into these.  A trustworthy PCO would happily connect you with past clients so that you can conduct your own research.

6. Understand the Budget

  • Transparency in Pricing:
    Ensure the PCO provides clear pricing structures and is transparent about any potential additional costs.
  • Value for Money:
    Consider the value they bring in terms of expertise, their knowledge of your industry, and the resources they can offer you.

7. Ask About Technology and Innovation

  • Tech Capabilities:
    Enquire about their experience with event technology, such as registration systems, virtual platforms, and engagement tools.
  • Innovation:
    Look for PCOs who embrace innovative solutions to enhance attendee experience and streamline logistics.

8. Confirm Availability and Commitment

  • Availability:
    Check that the PCO is available for your conference dates and can commit to the planning timeline.
  • Dedicated Support:
    Ensure they have a team that can provide dedicated support through the planning process, throughout the event, and post event for any reporting or evaluation that you might require.

9. Sustainability and Accessibility

  • Awareness

    Does the PCO understand your sustainability goals, are they committed to working with you to ensure that the conference is as sustainable as possible in         both an environmental and a social sense. Does the PCO have experience of inclusive events and can they provide you with some examples or testimonials?

  • progressive
   Is the PCO capable of introducing innovative and creative solutions to help you meet your sustainability goals both environmentally and socially.

10. Trust Your Instincts

  • Gut Feeling:
    Trust your instincts about the PCO’s fit with your vision and goals. A good partnership should feel collaborative and positive. Could they become a part of your team?

Selecting the right professional conference organiser can make a significant difference to the success of your event. Taking the time to choose wisely will lead to a smoother planning process and a more impactful conference. It could also be the foundation of a long-standing, fruitful collaboration for your organisation, delegates and the PCO alike!

Thinking about working with a PCO? Get in touch, we'd love to help.