PCO Portfolio

All modules can be booked individually and can be put together to meet the customer's needs, depending on the event format and requirements. Other services not listed in the portfolio can also be offered by arrangement.

We offer the following modules:

 

  • Project management
    We take care of the entire event planning, support the overall conception and handle and arrange all necessary procedures within KIT in cooperation with the relevant departments (such as FIMA, EVM, LAW, DPO, room booking, etc.), take over the creation of a PSP element and participate in the relevant meetings.
     
  • Destination Management
    This module includes the search for suitable locations and support in the selection of suitable premises. All of this is done in compliance with security requirements. In addition, we obtain catering offers and support you in the selection of the offers received.
     
  • Abstract management
    Includes the provision of an online tool for abstract submission and the complete handling of submitted abstracts.
    This means in detail: management of the abstracts and a corresponding review (all online), information of the authors about the acceptance or rejection of an abstract and the type of presentation as well as the communication with the submitters.
     
  • Organisation of technical and logistical services
    This includes the creation of name badges in the conference layout, coordination of logistics at the venue as well as coordination and supervision of all conference technical requirements of the speakers (projection technology, sound, lighting), as well as coordination with the technology at the venue.
     
  • Registration of participants (KIT is organizer, event is chargeable)
    This service is obligatory for chargeable KIT events. We create an online registration system for the program points defined within the event, generate links for the event website, process incoming registrations and other inquiries, take care of the complete area of invoicing and create registration lists for the organizer. All this is done in compliance with the correct taxation and in compliance with data protection guidelines.
    For free KIT events, this service is subject to a fee.
     
  • Hotel accommodation and travel service for speakers and VIPs
    This item includes the support of invited speakers and VIPs with travel arrangements and hotel bookings.
     
  • Hotel accommodation and travel service for participants
    If required, we will arrange hotel contingents and organise transfers with shuttle buses or public transport tickets to the event location.
     
  • Marketing
    The basic marketing package includes support for the organizer in various marketing activities such as mailings, creation of promotional materials or give-aways. We assist in the development of the conference website and, if necessary, the conference app. We also assist in commissioning and coordinating key visuals and trailers with external agencies. In addition, we handle the maintenance of the conference website and app. (These services are charged according to hourly rate and effort).
     
  • Supporting programme
    This includes concept creation, search and presentation of suitable venues, overall management of the evening/supporting programme, coordination of catering, technology and decoration, engagement of artists, transfers and billing.
     
  • Planning and implementation of the accompanying exhibition
    This includes the complete handling of the trade fair (incl. set-up planning, coordination of technical partners, furnishing, stand confirmations, etc.), supervision of the set-up and dismantling of the exhibition and development of stand packages and provision of an appropriate booking platform.
     
  • Congress counter
    We set up the congress counter at the venue and provide staff for it. Supervision of the counter during the event (charged at cost): work packages for this include issuing conference documents, name badges, on-site registration and guest services.
     
  • Virtual conference elements
    • Project management support
      Includes tasks similar to the project management module for analogue events, but also the set-up of a virtual conference via Zoom or another provider, advising the speakers on technical implementation and coordinating the relevant service providers.
    • Support during a virtual event
      We act as a technical moderator and play in pre-produced content, we are responsible for the set-up and (technical) support of breakout rooms, we offer a support room in case of technical problems and we support the distribution and archiving of the content.

 

If you are interested, we would be happy to explain the modules to you in detail and create an individual offer on this basis.