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Find an Organiser

Tendering and Request For Proposals Service

As the UK’s leading association for conference and event organisers, ABPCO offers a number of services to clients. These include guidance on tendering and help in finding a professional conference or event organiser to partner with you on your project.

If you are simply happy to look at our members profiles, then please head to  the ABPCO Members page, where all of our members are listed.

For information on our code of practice, please click here

Professional Conference and Event Organiser Services

Professional Conference Organisers (PCO) or Professional Event Organisers (PEO) specialise in the organisation and administration of events, conferences and seminars.

PCOs and PEOs work as consultants for academic and professional associations. They usually provide full service management for conferences including but not limited to conference design, registration, site and venue selection and booking, audiovisuals, IT support, logistics, leisure management, marketing, printing and web services, sourcing speakers, funding and sponsorship, financial management and budget control.

How can an ABPCO member assist in the successful organisation of your next event?

ABPCO members can assist with all aspects of conference planning, promotion and management. Such services include:

Venue selection

Venue booking and liaison, reservations and management of delegate accommodation.

Event marketing

Including the design of conference programmes and promotional materials, PR and media co-ordination, presentations to committees and boards.

Programme planning

Including speaker selection and briefing.

Event administration

Provision of an administrative secretariat, handling delegate registrations, recruitment and briefing of conference staff, co-ordinating delegates’ travel arrangements.

Exhibition organisation

Including sales and marketing functions.

Advice and co-ordination of audio-visual provision

Including the provision of multilingual interpretation and translation services.

Site visits and social programmes

Including delegate and partner tours.

Security

Arranging security cover and advising on health and safety, risk management and insurance issues.

Recording and transcription

Recording, transcribing and producing the proceedings of meetings for publication, arranging poster sessions, processing of abstracts.

Financial assistance

Preparing budgets, managing events income and expenditure, generating revenue through sponsorship, exhibitions and satellite meetings and handling VAT issues.

Contracts

Preparing contracts with venues and other suppliers.

Tendering Guidance

Guidance On Tendering For Conference and Event Support Services

These guidelines have been produced to assist you with the appointment of a Professional Conference or Event Organiser.

ABPCO members recognise that it is very important to understand the client’s or host organisation’s company philosophy. A good relationship between the client and the appointed organiser is paramount for the event to be successful and reach its potential. The organiser effectively becomes part of the company’s or organisation’s own team.

The objective of these guidelines are to:

  • Encourage best return on time and costs invested in the appointment of professional conference and exhibition organising services.
  • Clearly identify the requirements of the conference and/or exhibition, as well as the priority outcomes for the client or host organiser.
  • Encourage the best possible experience from early on in development of the conference, leading to the early recruitment of professionals.
  • Identify details of a briefing document to be given to an already shortlisted group of PCO’s who can meet the needs of the project.
  • A number of steps should be followed by the client or host organisation to ensure best return on time for yourself and for the appointed organiser.

ABPCO believes this can be best achieved through the process outlined in the ABPCO Tendering Guidance downloadable document.

Event Enquiry Form


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Other Social Events

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“I’d known about ABPCO for years but not had a reason to use it until a couple of years ago. By using their referral system I was able to gather competitive quotes really quickly and be completely confident in the quality of service I would receive. We gave the work to Rose and her team at Opening Doors and Venues and we (and particularly the delegates) have been really pleased with the two national conferences she’s run for us. I absolutely recommend the ABPCO service and OD&V.”

- Paul Buchanan. Director, Hall Aitken. Suppliers to The Big Lottery Fund, Ageing Better Programme

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