A good PCO should be a trusted advisor and partner
The events industry can keep a person on their toes. It is no longer enough to just deliver a ‘perfect to plan’ event. Events must exceed expectations, within less time and budget. That is because we operate within a fast-paced, competitive and economically challenging climate.
In my many years as a Professional Conference Organiser (PCO) serving mainly industry bodies and professional associations, I have realized that a few basics can set us all up for success, even within times that push us to count every penny. Choosing the right provider is essential. They need to listen to your needs and craft the solution that best fits your particular situation and business goals. Not every client is the same. A good PCO should easily and comfortably play the role of trusted advisor and partner. In this post I am going to share a few pointers for discussing with your PCO when you’re planning a large event.
- How will the event be managed? Is there evidence of project management methodology that is being applied? Don’t underestimate the value of professional project management for event planning – it could be the make or break of your event.
- How will you stay up to date on progress and items that may not be going to plan? Will you be able to access the project timeline and deliverables, and at what intervals? Agree communication intervals up front so that your time is better spent on items that are most important (not just urgent!)
- How will the budget be managed? Who has authorization and on what level of spend? Define this very clearly at the start.
- Is there is a contingency budget agreed that helps to fund items that were not planned or expected?
- Do you have realistic targets for your event and how did you arrive at those? Are they in terms of delegate numbers, exhibitor numbers, overall profit, or a total sponsorship figure?
- How will your event be measured? What are your success criteria? How do they relate back to what you do as an organisation? What information will you need to report back to the organisation on the success of the event, or to enhance future events?
- Who are the key stakeholders in your organisation? Who do you need buy in from? Onside your PCO as a partner to help you to get buy in and to articulate needs clearly from the outset, and to generate the solutions you need.
It is always worth spending the time and effort to get answers to these questions from very early on. Your PCO’s level of professionalism and willingness to assist will be easily evident from the start.
What are the most important elements for you? Do you have any to add from your experience?