Edinburgh Convention Bureau

What is a PCO?
A Professional Conference Organiser (PCO) is a company that specialises in the organisation and administration of conferences. The company will act as a consultant to the conference contact or Organising Committee, using the experience and knowledge it has gained over many years organising events to help you make the best success of yours.

There are many different ranges of services that a PCO can offer. Many offer a full service but some offer only partial services. Some offer advice and consultancy based on much experience within the conference industry whereas others provide only administrative support. It is, therefore, necessary to identify the type and level of service you require to ensure that you do actually need a PCO and that the PCO can meet your needs (see checklist below – under Do you need a PCO?).

Who needs a PCO?

If there are areas of administration which you cannot provide the resources to manage then a PCO will handle these for you. They will also act as a link between different committees and suppliers. The Committee or Association will normally retain control of the event and set the policy with the PCO acting as Project Manager and ensuring that the administration runs smoothly. In addition they will provide advice on all aspects of conference management and work with you in partnership to ensure the success of your conference.

It is also necessary to ascertain which services, if any, are offered by the international association or by other parties so that you are clear on the service that you require.

When do you need a PCO?

A PCO can be brought in at different stages during the planning process. In the earliest stages a PCO will offer help, advice and administrative support in the preparation and presentation of bids; a service that is commonly offered free of charge provided that the PCO involved is awarded the contract if the bid is successful.

Do you need a PCO?
Please use the following check list to help you decide if you need one and, if so, what responsibilities to assign to them.

The next step is to return your check list to us and, if we agree that you would benefit from using the services of a PCO, we will send your requirements to PCOs in our membership and request proposals from them.

Send to services@conventionedinburgh.com

Please supply as complete a picture of your event as possible, as this will help PCOs more accurately determine the extent of their services which you may require.

Click here to download the PCO Action Checklist PDF.

Looking for a PCO? Please click here to be taken to our meetingedinburgh site for a full list of current PCO members.