Committed, professional, creative
Congress organisation / Meeting Planner
Consulting - Planning - Organisation
DMC & Incentives
Our experience

Over 980,000 participants since 1991

Congress agency and meeting planner (PCO – Professional Congress Organiser)

pcma – Full-service congress organisation under one roof

From acquiring participants and exhibitors, organising registration and financing to reserving hotels and designing your tailored supporting programme – we take care of all the tasks connected with your congress through the planning, development, organisation and execution phases of the event. Our services can be provided on an individual basis, as multiple services bundled together or as part of a full service package.


Congress organisation and meeting planning before the event

  • Congress customer service, congress hotline and congress accounting
  • Participant acquisition and registration
  • Conference equipment, printed material and advertisements
  • Advertising & PR
  • Trade fair and exhibition planning
  • Poster and abstract management
  • Provision of translations and simultaneous interpreters
  • Conceiving, hosting and moderating the event website
  • Congress travel office and transfers
  • Catering and evening events
  • Supporting programme and excursions for participants
  • Daytrip programme and sightseeing tours


Congress organisation and meeting planning during the event

  • Congress management on site
  • Operating the conference office/front desk
  • Setting up and monitoring the exhibition
  • Distributing name tags and conference documents
  • Counter service (information) and hospitality desks in the hotels
  • Customer care in the VIP lounge and keynote speaker rooms
  • Exhibitor management
  • Support for sponsors
  • Media checks
  • Live streaming
  • Support in the event rooms and sessions
  • Room monitoring and allocation of training points
  • Keynote speaker management
  • Participant registration on site
  • Collection of outstanding fees
  • Pay-out of expenses and travel costs etc. on site
  • Organising and setting up the placement of posters
  • Arranging and monitoring the supporting programme
  • Providing specialist support personnel for programmes
  • Press registration and support
  • Support at press conferences and journalist discussions, interview coordination
  • Monitoring visitor satisfaction


Congress organisation and meeting planning after the event

  • Creating documentation (conference publication, CD-ROM, USB stick etc.)
  • Sending messages of thanks to all those involved (speakers, team etc.)
  • Compiling the press review
  • Final invoicing in line with event organiser requirements
  • Preparation of databases for further use at follow-up events
  • Evaluation
  • Final discussion with concluding report