How we work

How we work

7 steps to success: from reflection to action

We couple experience and professionalism for the success of your congress.

paso 1

Active listening

We meet you to identify your specific needs

paso 2

Elaborate a proposal

Detailed analysis of the congress.

paso 3

Follow up meeting

Joint review of the study and agreement.

paso 4

Kick off

In deph planning of the congress

paso 5

Development and promotion

Implementation of the action plan and project.

paso 6

Congress

Logistics on site.

paso 7

Conclusions and feedback

Analysis of the outcome and your partnership experience.

Services and solutions

Budgeting, accounting and financial management
planificación

1. Budgeting, accounting and financial management

We prepare a detailed financial analysis of your congress

  • Feasibility study
  • Budgeting and accounting
  • Invoicing, collection of incomes and payment to suppliers
  • Monitoring of budget and preparation of final accounts
  • Payment of final balance, tax declaration and delivery of congress memory
Technical secretariat

2. Venue sourcing

The selection of the venue that adapts best for your congress is essential for achieving the objectives set

Bco Congresos counts on a wide variety of congress venues in more than 150 destinations. Our team of professionals provides you with their knowledge, experience and negotiation skills with venues to achieve the best professional outcome and financial results for your congress.

3. Technical secretariat

We believe every participant deserves VIP treatment. We take care of every last detail

Bco Congresos manages registrations, acts as the central communication hub with all congress participants and also provides analysis and statistics of all relevant registration data for future marketing activities.

Scientific secretariat

4. Scientific secretariat

A high-level and well structured scientific program is the key to success and ultimately the driving force for increasing participation

Bco Congresos always works closely with the Scientific Committee of the congress and provides advice on the planning, structure, formats and development of the scientific program as well as speakers management. Key tasks and responsibilities include:

  • Presentation instructions for authors
  • Structure, planning and coordination of the oral and poster sessions
  • Communication with the authors
  • Assistance and communication with the moderators, speakers, committees and distinguished guests

We will take care of the entire abstract management process allowing you to focus exclusively on the quality of the scientific program

  • Design and creation of the on line abstract submission form
  • Management of scientific abstracts
  • Abstract reception and classification
  • Coordination of the evaluation process with assigned reviewers together with the Scientific Committee
  • Design and publication of the abstract book and/or proceedings
Commercial exhibition and sponsorship secretariat

5. Sponsorship and exhibition secretariat

Our aim is to maximize the ROI for all stakeholders involved

Our active participation in the organization of many international congresses gives us the competitive advantage of owning a comprehensive data base of potential sponsors and exhibitors in many sectors and professional communities as well as the knowledge of their specific needs and preferences.

We take care of designing the exhibition floor plan, to determine the price of exhibition space, booths and sponsorship packages, as well as to create a sponsorship and exhibitor prospectus.

We will proactively approach all potential companies and institutions with the intention to maximise their participation in the meeting and to guarantee the best possible return on investment and/or objectives. Careful listening and quality delivery of products and services onsite that meet or even exceed their expectations, is essential to accomplish our “win-win” philosophy.

6. Marketing and communication

Specialists in marketing and 360º communication

We will assess you in the design, production and distribution of all the relevant information and promotion material of your congress with the aim of maximizing attendance as well as sponsor and exhibitor participation.

In order to achieve that aim we will use, among others, the following tools and services:

  • Congress website
  • Congress App
  • Promotion in previous editions of your congress
  • E-Newsletters
  • WhatsApp mailing
  • Social networks 24/7
  • Press releases in specialized media
BCO browser

7. Web design and printing

Graphic design is not about what you see, but what you should do to make other people actually see it

We create and design the congress image with the idea to consistently apply the graphic design in all digital and printed material used for the congress promotion. It has to draw attention, support your brand message and be easily recognizable.

8. Coordination of destination management services

Proven track record

For the logistics of a meeting it is essential to have a profound knowledge of the destination and an excellent relationship with the local suppliers.

We will only select quality suppliers who are aligned with our philosophy of becoming a partner and solution provider for the meeting.

Grupo Barceló’s buying power and network of 700 retail offices in 4 continents allow us to offer a personalized service in many destinations and preferred rates with selected partners. We will manage and coordinate all services for your congress, both
on- and off-site, including audiovisual equipment, catering, hostesses, photographer, signage, transport among many others. We will also take care of aspects such as CME accreditation or insurance and many other needs which may arise.

Accommodation management

9. Accommodation management

Our exclusive hotel search and booking engine guarantees congress participants availability at the most strategic hotels at best available rates

After identifying the most suitable hotels for your congress, we will select and block rooms that meet the specific needs of your congress participants profile offering personalized services to both groups and individuals as follows:

  • Permanent monitoring of hotel room pick-up ensuring availability in all categories
  • Best offer in hotels, apartments and university residences
  • A 100% on line management
  • A special portal for groups for easy management or large room allotments
  • An “Hospitality Desk” in the official headquarter hotel of the meeting if needed

 

We ensure best value for money at all official selected hotels.

Social program

10. Social program

Originality, quality and networking opportunities, the keys for success of your activities and events being held during your congress

Thanks to our involvement in hundreds of different networking events, we will be able to provide you with innovative ideas and unique venues for the social program of your congress. Although the scientific part is the most important aspect of any congress, this is a unique opportunity to enhance the overall delegate experience.

Technological solutions

11. Technological solutions

Technology is not an option, it is an essential part of an engaging event

Applying the most advanced technology in your congress will enable your congress participants to experience an engaging and unique event.

Bco Congresos is able to assist you with innovative ideas and how to implement them such as:

  • Surprising speeches with infinite screens
  • Virtual reality
  • Control of participants through state-of-the-art RFID systems
  • Holograms are an innovative and creative alternative that offers to the sponsors more visibility
  • Promote the interaction between participants and speakers through the Social Media Wall
  • Abstracts in interactive boards
  • Holo-gauze for customized plenary sessions
  • Big Data analysis to improve the participants and exhibitors experience
Travel management

12. Travel management

We can manage all aspects of our client´s travel, paying attention to the special requirements of participants and speakers

From a local to a global level, our services and methods guarantee the highest level of service in management and assistance for our client. The travel management includes, among others, the following services:

  • Booking and reservation of flights or any other transport
  • Gathering of arrival and departure time of the participants for scheduling the transfers
  • Negociation of special agreements with flight companies and Renfe to get discounts in tickets for all the participants to the congress
Other added value services

Other added value services

Speaking your language, understanding your needs

The PCO profession is in a constant evolution, just as the needs and requirements of our clients. We are aware that the expectations of the market and our clients are rising and that you are looking for added value related to the stakeholder you are planning to involve in your project.

Bco Congresos is highly committed to improving the quality level of service and to setting standards for our profession by constantly identifying the changing market needs, new trends and ultimately to satisfy the increasing expectations of our clients.

The most important aspect of any collaboration is the alignment of all partners involved in order to achieve the set objectives. Besides the planning and efficient management of your congress, you are looking for guidance, assessment and consultancy in many areas beyond the organization and logistics. This is why Bco Congresos has developed the following services:

Strategic planning of bids

Management and consultancy for associations

Development of new sponsorship strategies and industry partner programs

Education / training