Conference Organisation
Codan Consulting offers expert, turnkey solutions for conferences, congresses, and meetings – specialising in events for scientific and medical associations.
As an experienced Core-PCO, we ensure consistent branding, seamless organisation, and reliable long-term cooperation. Whether onsite, online, or hybrid, our creative and detail-oriented team delivers smooth, engaging experiences backed by strong supplier networks and dedicated support.
Complete PCO Services
Abstract Handling
- Production and communication of abstract submission guidelines to possible abstract submitters
- Administration of abstract submission (email or online), including notifications to submitters
- Online system for abstract reviews
- Production of abstract overview and statistics (used for the review process)
- Communication and production of oral and graphic presentation guidelines
- Notification emails for abstract submitters when abstracts have been reviewed (oral/graphic presentation)
- General correspondence with abstract submitters
Conference Visual and Materials
- Design of a conference logo in cooperation with the organisers
- Layout of first and second announcement
- Layout and print of final programme and abstract book
Participant Registration
- Establishment and maintenance of online registration database
- Establishment of bank accounts and credit card agreements (for registration payments etc.)
- Handling of participant registrations onsite
- Handling requests from participants, including changes in registrations and cancellations
- Participant marketing, practical information and reminders
- Production of name badges
- Participants lists and statistics
- VIP management (speakers and board members etc.), including registrations, travel and hotel bookings
- Debtor handling
Accommodation & Local Transport
- Finding suitable accommodation in different categories
- Administrating participant hotel booking and VIP accommodation
- Finding local transport suppliers
- Arranging airport pick up and drop off
- Organising travel arrangements for speakers and VIPs
Venues & Catering
- Congress Consultants will advise the Local Organising Committee (LOC) on the choice of venue of suitable size, location and service level to accommodate the number of participants and the needs and requirements of these and the organisers of the conference
- Contracting (including agreements for catering, technical equipment, staffing, and more)
IT & Communication
- Website creation and maintenance, including e.g. uploading programmes and abstracts, general participant information and post conference information
- Harnessing networks and community media to strengthen networking and information sharing before, during and after the conference
- Webcasting presentations and events
- Online file sharing
- Participant marketing via email and new network media
Virtual & Hybrid Events
- Tailor-made solutions & feasible budget
- Scientific programme management and implementation
- Virtual exhibition halls
- Delegate engagement & networking
- Online polls, surveys & prizes competitions
Fundraising & Sponsor Management
- Finding potential sponsors in cooperation with the Local Organising Committee
- Production of Sponsor & Exhibitor Manual, including choice and pricing of different sponsorship opportunities.
- Administration and practical arrangements related to sponsors and exhibitors
- Exhibition management, including choice of exhibition area, mark up of exhibition spaces etc.
Financial Counselling & Management
- Budgeting
- Financial counselling
- Final balance
- Audit
Congress Consultants takes full financial responsibility for the financial details following approval of the specifications for the meeting. Congress Consultants works with an ‘open finance model’, which means that all documentation (vouchers, invoices, etc.) will be presented to the Local Organising Committee.
