Conference Organisation

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Your Professional Conference Organiser

The Codan Consulting team provides turnkey planning and solutions for any conference, congress, or meeting. We are established experts in the role of a Core-PCO, and already have recurring responsibilities for a variety of events needed by our clients (both associations and organisations). We are ready to make your conference amazing! Working with us in an ongoing basis ensures your brand remains consistent, and safeguards the standards for all your future conferences.

COMPLETE PCO SERVICES

Our Expertise

Our business specialises in organising meetings and conferences hosted by scientific associations. We are experts in helping medical associations and healthcare professionals get the most from their conferences and meetings. The IT and technology sector have been have also benefited from our services with great success. If you’re in a high growth industry then you need Codan Consulting to expertly craft every angle of your conference – we are creative, organised, and we won’t miss a thing!

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Your Benefit

Our experience means you get an amazing experience that attendees will talk about until the next one! Every detail is expertly organised and executed. Dedicated staff are available 24/7 to manage all contingencies so you have nothing to worry about. Leverage the relationships we have with with local suppliers for maximum cost efficiency. We build a relationship with you that can be relied upon year after year, for a successful co-operation and a hassle free conference every time.

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Complete PCO Services

  • Production and communication of abstract submission guidelines to possible abstract submitters
  • Administration of abstract submission (email or online), including notifications to submitters
  • Online system for abstract reviews
  • Production of abstract overview and statistics (used for the review process)
  • Communication and production of oral and graphic presentation guidelines
  • Notification emails for abstract submitters when abstracts have been reviewed (oral/graphic presentation)
  • General correspondence with abstract submitters
  • Design of a conference logo in cooperation with the organisers
  • Layout of first and second announcement
  • Layout and print of final programme and abstract book
  • Establishment and maintenance of online registration database
  • Establishment of bank accounts and credit card agreements (for registration payments etc.)
  • Handling of participant registrations onsite
  • Handling requests from participants, including changes in registrations and cancellations
  • Participant marketing, practical information and reminders
  • Production of name badges
  • Participants lists and statistics
  • VIP management(speakers and board members etc.), including registrations, travel and hotel bookings
  • Debtor handling
  • Finding suitable accommodation in different categories
  • Administrating participant hotel booking and VIP accommodation
  • Finding local transport suppliers
  • Arranging airport pick up and drop off
  • Organising travel arrangements for speakers and VIPs
  • Congress Consultants will advise the Local Organising Committee (LOC) on the choice of venue of suitable size, location and service level to accommodate the number of participants and the needs and requirements of these and the organisers of the conference
  • Contracting (including agreements for catering, technical equipment, staffing, and more)
  • Website creation and maintenance, including e.g. uploading programmes and abstracts, general participant information and post conference information
  • Harnessing networks and community media to strengthen networking and information sharing before, during and after the conference
  • Webcasting presentations and events
  • Online file sharing
  • Participant marketing via email and new network media
  • Finding potential sponsors in cooperation with the Local Organising Committee
  • Production of Sponsor & Exhibitor Manual, including choice and pricing of different sponsorship opportunities.
  • Administration and practical arrangements related to sponsors and exhibitors
  • Exhibition management, including choice of exhibition area, mark up of exhibition spaces etc.
  • Budgeting
  • Financial counselling
  • Final balance
  • Audit

Congress Consultants takes full financial responsibility for the financial details following approval of the specifications for the meeting. Congress Consultants works with an ‘open finance model’, which means that all documentation (vouchers, invoices, etc.) will be presented to the Local Organising Committee.

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