Blueprint Consulting Services Pty. Ltd. is a Professional Conference Organiser, often shortened to PCO. A PCO specialises in all aspects of conference management.

The role of a PCO depends on the size and complexity of the event. Generally, the conference committee is the policy body, setting the objectives for the event, the goals and parameters and monitoring progress acting on the recommendations from the PCO.

The PCO is therefore the executive arm of the conference committee, converting decisions into action, keeping the project on schedule, reporting to the committee, offering expertise and co-ordinating providers such as venues, caterers and accommodation houses.

Using a PCO

• ensures a well managed and professional event.

• allows office resources to concentrate on their mainstream activities

• reduces the level of financial risk.

The method of charging for professional services varies to suit the event and the needs of the client. Sometimes, a flat management fee is charged which includes registration services. Other times there is a management fee plus a per capita registration/secretarial fee. A third option is an all inclusive fee charged on a per-delegate basis.

Sometimes commissions are paid to the PCO by accommodation houses and conference venues for handling the group booking details. This commission may offset other costs incurred by the PCO and therefore reduce the overall cost to the organising committee.

Blueprint Consulting Services Pty. Ptd. is a member of the Meetings Industry Association of Australia and has experience organising significant events.

• Research and recommend the venue.

• Negotiate favorable rates and conditions with the venue.

• Book and manage appropriate space and equipment in the venue.

• Co-ordinate food and beverage requirements.

(i) Business

• Assist with the planning of the business program/agenda.

• Advise on effective program structures.

• Prepare the schedule for the program.

(ii) Social

• Assist in devising suitable social events to coincide with he business agenda.

• Co-ordinate social/associates/family programs.

• Co-ordinate special events - e.g.. opening ceremonies, dinners etc.

• Assist in the selection of suitable speakers for business sessions.

• Book and negotiate fees with speakers’ agencies where required.

• Liaise with speakers as to audio visual requirements for their presentations.

• Assist with developing the conference theme and logo.

• Co-ordinate design, production and distribution of all conference brochures, programs, and other printed material - e.g. invitations, badges, menus etc.

• Procure all conference accessories - e.g. satchels etc.

• Arrange pre and post tours.

• Book appropriate accommodation for all delegates

• Liaise with airlines on delegate travel.

• Supervise and co-ordinate all external suppliers.

• Manage and sell the trade exhibition or supervise a subcontractor.

• Plan and implement a publicity campaign.

• Develop and implement a marketing plan.

• Prepare a sponsorship proposal and manage sponsor requirements.

• Provide fully equipped secretariat.

• Provide computerised registration and mailing list facilities.

• Arrange insurance cover.

• Carry out all aspects of on-site management.

• Ensure all on-site staff are fully briefed and trained.

• Attend production management meetings with all relevant personnel.

• Arrange for recording of the conference.

• Carry out post-event evaluation as required.

i) Budget and Cash Flow

• Prepare budget according to client brief for approval.

• Prepare cash flow for client approval.

• Monitor, prepare and present regular budget update to client.

• Prepare final costs and budget report post-event.