PCO Services

We at Ultramar Events believe that organising a congress calls for an overall approach in order to manage all the processes in the best way possible, from start to finish. Discover our OPC services and stop worrying.

Pre-congress

Choosing the right venues
Taking part in the Organising Committee’s planning meetings
Drawing up the Plan of Action in accordance with the Organising Committee’s criteria
Negotiation with suppliers to get the best rates
Setting the registration fees to be applied
Preparing the preliminary budget and financial balance sheet for the congress
Managing communication: sending out mailings and e-mailings

Venue management

Coordination and distribution of meeting rooms
Design and organisation of a suitable registration area

Scientific Secretariat

Close communication with the Scientific Committee of the congress
Coordination and classification of papers and posters for subsequent assessment by the Committee
Obtaining written confirmation from the authors of work
Advice on all scientific sessions
Our congress management software application allows all the aspects listed to be implemented on-line, through the use of an assigned password.
Sending and reception of abstracts
Correction and grading
Consultation of results

Technical Secretariat and on-line registration

Specialised congress management software application
Processing of registrations and monitoring and regular information on registrations passed to the Organising Committee
Secure payment system
Production of accreditations
Hiring the equipment and material required for on-site registration
Production and distribution of lists of participants
Making up documentation for delegates

Speakers

Managing travel, accommodation and transfers for speakers
Setting up a private registration area
Setting up and managing an exclusive room with personalised service by highly-qualified staff throughout the congress
Selecting premium suppliers to deal with them exclusively
Airport and city transfer service available to them throughout their stay
IT advice on projection and presentation for talks and papers

Vips

Personal service at the airport and managing use of access reserved for authorities
Booking VIP accommodation at the top hotels in the city
Personal guide-accompaniment service with expert knowledge of the city’s cultural, culinary and shopping possibilities
Personalised handover of documentation

Audio-visuals

Coordination of the necessary audio-visuals in meeting rooms in accordance with their size, acoustics and visibility
Setting up and coordinating audio-visual secretariat with specialist technicians
Setting up fully-equipped press rooms
Setting up simultaneous translation facilities
Coordination and planning of set-up and dismantling of all technical equipment
Hiring photographic and video services

Accommodation

Block booking of the rooms necessary for the event
Negotiation of rates with hotels
Booking managed through a specially-designed software application
Drawing up rooming lists for hotels and information on the position regarding bookings for the Organising Committee

Transport

Planning and coordination of coach transfers
Airport – venue – airport shuttles
Airport – hotels – airport shuttles (by routes)
Hotels – venue – hotels shuttles (by routes)
Transport for social events
Transport for technical visits
Transport for staff
Private chauffeur-driven transport

Marketing and communication

Developing the congress image and associated branding campaign
Design and production of marketing materials
Planning and execution of signage for the congress
Managing mobile outdoor advertising systems (bus branding)
Publicising the congress. Communication strategy and plan of action

Sponsorship and trade exhibition

Specific strategy to attract financial contributions with an attractive sponsors’ programme
Coordination of services hired by sponsors
Supervision of the setting up of the trade exhibition
Exhibition secretariat. Allocation and preparation of stands and coordination of suppliers
Personal service for sponsors and exhibitors both on-site and post-conference in order to build up their loyalty for future editions of the congress

Budget management

Monitoring and execution of collection and payments
Regular communication with the Organising Committee concerning the state of the congress accounts
Finalisation of the congress accounts
Final report and recommendations for future editions

Post-congress

Financial close and balance for the congress
Production of post-congress materials such as videos, DVD’s with summaries of papers, etc.

Let yourself be surprised by our comprehensive service

Making every project into a surprising, unique and gratifying experience for all concerned – both organisers and participants – is our number one goal.

To do this we offer our clients a comprehensive service at all destinations which enables us to successfully meet any and all of their requirements.

Here at Ultramar Events we look after everything so that you don’t need to worry about a thing.