Smart Travel PCO handles everything to ensure a successful conference or congress. We have solid experience in everything from project management and administration to marketing and technology solutions. Our aim is to be a committed and personable partner to our clients.
Smart Travel PCO offer our services before, during and after the conference. We can assist through all stages from planning, implementation to follow-up.
Prior to the meeting: What is needed to implement the conference?
- Needs analysis. We set goals, program content and specify the resources necessary.
- Time management and budget.
- Reservations. We suggest venues and make the booking arrangements, equipment, hotel rooms, meals and conference materials.
- Marketing. We provide advice, order and distribute publicity and marketing material, design text and layout. We also create a website for the conference.
- Project Management. We participate in planning meetings, manage contact with suppliers and advise on technical matters.
Service – Participants. Everything from registrations to nameplates
- Website. We create a website with all the relevant information.
- Registrations. We receive, check and confirm registrations.
- Inquiries. We handle inquiries regarding accommodation and travel via phone and email.
- Conference material. We produce and pack the materials such gift bags and nameplates.
- Apps and other IT services. Our creative solutions increase participants’ activity before, during and after the event.
- Participation fees. We invoice and accept payments from participants.
- Financial Management. We handle the financial management of suppliers, lecturers and others. We pay invoices, taxes and salaries.
- Bookkeeping and Accounting.
Reservations – Hotels, travel and social events
- Reservations. We book hotels, flights, trains and buses, as well as transfers to and from the various events.
- Communication with the participants. We answer inquiries and confirm attendee’s various bookings.
- Liaison with hotels and other suppliers.
- Support for external speakers and invited guests. We handle the needs of the special guest, such as travel and accommodation.
- Social events. We suggest and organise evening events and excursions as well as the transportation to and from those events.
At the conference
- Staffing. We can handle everything from the registration process to the hosting of the conference. We also distribute materials to participants, lecturers and the press.
Service – Exhibitors
- Invites and exhibitor registrations. We develop a website where exhibitors can reserve and book space at the exhibition, equipment and meals.
- Handling of registrations. We receive and check exhibitor’s registrations, allocate space, send confirmations and invoices.
- Inquiries. We answer exhibitors’ inquiries before and during the event.
- Exhibitors’ information. We compile information such as technical support, time schedules and a blueprint of the venue.
Post conference: Follow-up
- Survey. We design, deploy and compile feedback after the event.
Please contact us if you want to know more about our services.