The entire process of organizing a conference can often take a couple of years. Non-profit organizations or scientific committees often have little or no experience in conference planning or event management and require the help of a global coordinator such as a PCO.

We are present for each stage of the conference and take care of budgeting and planning. A conference often involves a large number of participants from all over the world, specific tools and global vision, from communication to the logistics in the Conference Centre.


Construct a platform for online registrations and hotel bookings.

Business meeting organization.

Keynote and conference speaker management.

Invoicing, reminders, confirmations of payment.

Selecting hotels according to required categories.

Submission of formatted scientific publications, sent to the scientific committee via the platform.

Setting up the project’s timeline.

Preparation and participation in meetings: drafting meetings’ agendas and minutes, budgets, specifications…

Supplier and contractor management, coordination and control.

Setting up financial reporting.

Preparation of statistical analysis and event debrief.

Information and assistance service throughout the conference’s duration.


Creation and rollout of your event’s visual identity.

Creation of the Conference’s website – integrated app for registration management and to collect publications (scientific).

Publication of programs, CD-ROMs, USB flash drives, menus…

Creation of an event app for your conference.

On-site check-in and badge management.

Creation, coordination and rollout of event signage.

Finding, comparing and sourcing the most suitable meeting spaces.

Booking the Conference Center.

Forethought, planning and coordination of technical equipment requirements.

Control room, stage design

Selection of hotels according to required categories and rates.

Negotiating hotel rates, room allocation management.

Online hotel booking via our platform with location / conference center mapping.

Processing individual participant invoices.

Phone and email support.

Creation of the vendor and technical exhibitor participation manual.

Exhibition floor planning.

Organizing booth setup and dismantling.

Arranging and ordering complementary services (furniture, plants…).

Exhibitor financial management.

Creation and printing of sponsorship prospectus.

Finding sponsorship from your lists and our network of contacts.

Telephone prospecting.

Sourcing and selection of evening venues.

Proposition of theme and atmosphere.

Bookings and coordination of different event suppliers and vendors (transfers, caterers, venues, AV and IT equipment…).

Designing invitations.

Welcoming guests and cloakroom management.

Organization of excursions for accompanying persons: ½ day or full day with lunch, a choice of activities and suitable technical visits, transfers included.