PCO Services - Professional Conference Organising Services

CPD Services work closely with academics and other stakeholders to provide Professional Conference Organising (PCO) Services and act as the central hub for each event, pulling all the different aspects together to ensure your event is a success.

Support services include, but are not restricted to:

Project management
  • Meet with you to discuss your requirements and prepare an event proposal specific to your event.
  • Provide appropriate team members to undertake all project and event management of your event.
  • Meet regularly with conference committee to progress event planning and management.
  • Oversee all aspects of services provided to you as outlined in event proposal.
Budget development
  • Develop the initial budget for your event.
  • Set up a distinct budget code for your event.
  • Produce a final statement once all transactions have been processed.
  • Provide all relevant financial transactions (eg income from sponsor organisations, fees from registrations, refunds, payment to suppliers etc).
Website development and management

As appropriate CPD Services can:

  • Liaise with the University’s web team or external provider to develop a conference website.
  • Manage website content and on-going maintenance.
Marketing and Communication

As appropriate CPD Services can:

  • Set up a Twitter page for your event and manage content
  • Set up the event on the University of Aberdeen's event listing pages
  • Curate and send out emails to GDPR compliant databases

Liaise with internal departments and external suppliers as appropriate to:

  • Create and distribute press releases
  • Create event imagery (eg website banners, magazine adverts, promotional flyers)
  • Promote event/news on the University of Aberdeen's website and social media channels
  • Create photography and video materials
  • Advertise in paper and online publications (eg journals, magazines, forums)
  • Set up event listings on external event listings websites
Paper submissions/ Abstract management

As appropriate CPD Services can:

  • Set the abstract/paper submission timeline.
  • Set up the online abstract submission system using Oxford Abstracts (or other appropriate provider).
  • Manage abstract submissions and enquiries.
  • Set up the abstract review panel.
  • Advise delegates by email the outcomes of their submission.
  • Collate abstracts and liaise with the design/print team to produce the abstract booklet.
Speaker liaison

As appropriate CPD Services can:

  • Liaise with invited speakers to arrange travel and accommodation requirements.
  • Liaise with speakers to determine any specific needs or requirements e.g. AV needs, dietary requirements.
  • Provide speakers with up-to-date information about the conference.
Delegate management and online registration

As appropriate CPD Services can:

  • Set up and manage the online store registration process.
  • Deal with customer enquiries.
  • Provide regular reports regarding delegate registration.
  • Develop a feedback questionnaire for delegates.
  • Provide a report summarising the feedback survey results.
Liaison with internal and external suppliers

As appropriate CPD Services can liaise with internal departments, such as:

  • Web team
  • Media Services
  • Design/Printing
  • Catering
  • Room booking
  • Contracts

As appropriate CPD Services can liaise with non-University suppliers, such as:

  • Dinner venues
  • Musicians ie Ceilidh bands, pipers
  • Retail outlets
  • VisitAberdeenshire
  • Conference committee
  • Printing services
  • Website/ marketing services
  • Transport services
Social programme management

As appropriate CPD Services can:

  • Manage the organisation of the social programme including a conference dinner.
  • Apply for civic hospitality from the council for a civic reception as appropriate.
  • Arrange sightseeing excursions (as required).
  • Liaise with entertainment providers for the conference dinner (eg Ceilidh band, pipers as required).
  • Arrange delegate transport between venues using external transport companies (as required).
On-the-day support

As appropriate CPD Services can:

  • Pack the delegate bags in advance of the event
  • Brief any additional helpers (eg students) regarding their role.
  • Be available ‘on-the-day’ to undertake registration and to troubleshoot throughout the event.