Organising a conference is a stressful and time-consuming endeavour to undertake as an expert in the business for over 28 years, never mind as a working professional with other full-time commitments. We know how daunting a process it can be without the proper knowledge, skills or, most notably, the connections built over years in the industry. To effectively manage a professional event, you will need to be able to make quick decisions while being flexible enough to adapt to future challenges and changes you encounter.
This is where a Professional Conference Organiser or PCO comes in. A professional conference organiser specialises in planning and executing conferences on behalf of academics, researchers associations, public sector and corporate clients. Your PCO will cover all aspects of organising the event, saving you time and using their experience to ensure the highest standard, which will impress your attendees and peers. Conference planning is hard work, and you need a broad set of skills to balance the intricate details related to the event and the attendees. As an event planner, you would be responsible for coordinating, promoting, managing, and communicating every aspect of the event.. You will also need to prepare a risk assessment and have contingency plans in place. What happens if one or two speakers pull out, or a storm hits, and you are in a marquee (happened by the way) or the WIFI in the building cuts during a hybrid event? These are all real possibilities, and the only way to overcome them is with experience and know how. The Go West team have 28 years of dealing with these problems and keeping events on track. By appointing a PCO, you can get back to what you do best, and we will get to work doing what we do best, bringing your ideas to life!
Where to begin?
Embarking on the journey of organising a conference might initially seem daunting. You might be wondering where to begin, how to assemble a committee, the frequency of committee meetings, the right time to call for abstract submissions or the best marketing strategy. However, with your Professional Conference organiser Go West by your side, these questions can be effortlessly answered. Our proven methodology can be tailored to each client’s unique timeline and requirement. Whether you have a year or just five months until your conference, our approach remains consistent, with minor adjustments to expedite the process if necessary. The important thing is, we will be there every step of the way to guide you through.
Here are some of the areas where a PCO like Go West will be invaluable to you.
Value added at no extra cost:
We leverage our industry connections and negotiate discounts with vendors, suppliers and service providers on behalf of our clients.
Best practices and expertise:
We share our knowledge and expertise in conference planning with our clients and provide them with tips, best practices, and insights that can help them optimise their conference experience. This can include guidance on selecting the right venue, designing an effective agenda, managing registrations, or maximising attendee engagement. Our expertise can add value and improve the overall quality of the conference without any additional cost.
Additional promotional opportunities:
We offer our clients additional promotional opportunities for their conference, such as featuring their event on our website and social media platforms. This increased exposure can help generate more interest in the conference and attract more attendees without any additional cost to our clients.
Exceptional customer service:
We deliver exceptional customer service throughout the conference planning process. We are responsive, proactive, and attentive to our client’s needs. Go West goes above and beyond to exceed our client’s expectations and ensure a smooth and successful conference. We build long-term relationships with our clients based on trust, professionalism, and added value which leads to repeat business and positive referrals, benefiting our business in the long run.
Sometimes it’s not what you know, it’s who you know. Over the past 28 years, we have built strong and lasting relationships with venues, suppliers, and vendors around Ireland. Our connections give us negotiating powers to get you the best possible deal to fit in your budget. In all types of business, having the right relationships can make or break an event. We are confident that our expansive network will help us overcome any last-minute changes to create a fantastic learning experience for attendees.
Organising a conference involves a considerable amount of administrative work, which takes time and can be frustrating. When you come home from your clinic or the office, the last thing you can think of doing is handling delegate bookings and creating joining instructions, speaker and chair briefing notes; SPREADSHEETS! The list goes on! The great thing about a PCO is that we can handle all admin work. We have dedicated members of our team who will scrutinise every detail to ensure all angles are covered.
At Go West, we pride ourselves in our creative approach to managing events. Whether it’s in pursuit of lower-cost alternatives, networking activities or ways to engage attendees, we have got you covered. Being creative is crucial in any industry, but in the events industry, PCOs must be creative to exceed both clients and attendees’ expectations.
One of the most important parts of organising an event is financial management. To manage your budget, we look at where we can allocate funds to produce the highest value or return for the attendees. After analysing your event objectives and desired outcomes, we will be able to determine what are the essential activities we will need to meet the goals set.
Peace of mind:
Having an event professional at your side throughout the organisation process will be reassuring. You will have a team to turn to if you have a concern or question and if you make the right choice like going with Go West you will be able to rest easy. It will be reassuring for you to know that we are members of the Association of Irish Professional Conference Organisers. AIPCO Members are committed to offering a cost-effective and expert solution to planning and running your conference in Ireland or abroad.
This only scratches the surface of the benefits in using a PCO to organise your event. We would love to help you bring your idea from dream to reality. You can book a call with one of our dedicated team members and get started on your journey. Fill out one of our callback sheets and we will book you in for a consultation.