Preparation of a preliminary planning based on the estimated number of participants, venue, meeting rooms and halls, duration and dates of the congress. Definition of the services for which AOPC will be responsible. Design of the various stages and preparation of a working calendar.
• Financial viability
Preparation of a preliminary economic study to forecast the profitability of the congress and to avoid unnecessary financial risk, bearing in mind the different sources of income: registration fees, exhibition and sponsorship.
• Preparation of an initial estimation of costs
The anticipated costs are itemised and they are based on the preliminary planning and on our experience in congress organisation. Budget updates and a strict budgetary control are always included as a part of our action plan.
• Financial management
A specific account is opened within the AOPC systems in which all transactions are itemised. This allows our clients to be aware at all times of the latest financial position. We maintain official congress accounts in relation to the local tax authorities.
• Promotion
A proposal for marketing is prepared based on the characteristics and previous history of the congress. A portion of the budget is allocated to promotional actions, such as the attendance by the Organising Committee members at conferences and meetings with the aim of promoting the event and establishing contacts with potential sponsors. AOPC manages the preparation and publication of advertisements in the specialised press/publications.
• Computerised support
AOPC has the backing of our own specialised software for the organisation of congresses, designed so that all data relating to participants is permanently updated. This allows an efficient control of participants and accompanying persons registration, social events and tours, hotel reservations and financial aspects. Our software also allows us to collect and store the participants’ contributions, abstracts and papers.
• Bid / candidature presentations
