tasks & services > procedures

The first stage in the preparation of a congress or other event, is a face-to-face briefing between the client and ourselves. During this meeting we try to gain a clear idea of the type of meeting, the specific requirements and the type of support and service the client is looking for.

With this information we prepare a detailed document, containing a short project description, an elaborate description of the services we can offer and a quotation for our services.

Sometimes clients ask for a second meeting in order to further specify their demand or to discuss alternative ways of collaboration (f.i. when their budget cannot accommodate our full services).

When an agreement is reached on our quotation, a contract is drafted with clear agreements on the content and the extent of our services, on the remuneration and terms of settlement.

Upon signing the contract, a first advance payment is due.
Further advances (3 to 4) will be invoiced before the event. The balance is due after the event.

Immediately after signing the contract, the total workload is further detailed and a work planning is prepared.

At the same time a draft budget is prepared and further refined during the first preparatory phases. Bids and quotations are collected from several suppliers.
These first stages request a close collaboration between the PCO and the organising committee.