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Frequently Asked Questions – Scientific Conference Organization

A Professional Congress Organizer (PCO) manages and coordinates every aspect of organizing a scientific conference or congress. This includes budget planning, venue selection, participant registration, abstract management, sponsorship coordination, communications, and on-site event operations. The primary role of a PCO is to enable the scientific organizers to focus on the academic and scientific content, while an experienced team takes care of all organizational and logistical aspects of the event.

As a Professional Congress Organizer, we support the organization of a wide range of scientific events, including congresses, symposia, workshops, professional training courses, scientific meetings, and international professional conferences.

Ideally, a Professional Congress Organizer should be involved from the early planning stage of the conference. Early engagement helps optimize the budget, secure the most suitable venue, and establish efficient project management from the outset.

To prepare a proposal, we typically need information about the expected number of participants, the type of event, the preferred dates, potential venue locations, and the specific services you would like the Professional Congress Organizer to provide.

A conference budget is developed based on the projected revenues and expenses. Revenue typically comes from registration fees, sponsorships, and grants, while expenses include venue rental, audiovisual and technical services, catering, communications, and event management costs. In some cases, funding obtained through successful grant applications may also form part of the conference budget.

When a conference is funded, in whole or in part, through a grant, we work closely with the applicant organization throughout the planning and delivery process to ensure that the event complies with the grant requirements. We take into account the approved scientific program, the allocated budget, and all relevant financial reporting and administrative obligations to help ensure full compliance with the funding conditions.

During the event, the Altagra organizing team coordinates participant registration, technical operations, the scientific program, exhibitor management, and on-site attendee support to ensure the conference runs smoothly from start to finish.

Yes. Altagra also organizes conferences in online and hybrid formats, allowing participants to attend either in person or remotely. Depending on the event’s objectives and requirements, we provide the technical and organizational support needed to ensure a seamless experience for both on-site and virtual attendees.

Yes. Altagra provides support with travel and accommodation arrangements and can also prepare and issue invitation letters for international participants when required.

After the conference, we typically prepare both financial and event summary reports. These include participant statistics, a financial overview, and a summary of the conference outcomes and key results.

Altagra operates in full compliance with all applicable laws and regulations. We hold the professional licenses required for our activities and maintain appropriate business and professional liability insurance. We also place a strong emphasis on data protection and handle participant information in accordance with the General Data Protection Regulation (GDPR), supported by comprehensive data protection policies and procedures.

Yes. A significant proportion of our projects—approximately 80%, based on our experience—come from returning clients. We consider this a strong endorsement of the quality of our work and the long-term relationships we build with our partners. At the same time, we are always pleased to work with new clients and are committed to providing every organization with reliable, professional conference management and a foundation for long-term collaboration.

Yes. With more than 25 years of experience in conference organization, Altagra has successfully managed numerous national and international scientific events. Upon request, we can provide references from previous clients and share examples of conferences we have organized, together with key information and relevant experience from those projects.

Organizing an international scientific conference typically takes between 12 and 24 months. Smaller scientific or professional events can often be planned in a shorter timeframe, but starting the planning process as early as possible is always recommended to ensure a successful event.

One of the first priorities is identifying and securing a venue that matches the expected number of participants and the event requirements. Many popular venues are booked well over a year in advance, so reserving the venue early is essential. This does not mean that all organizational activities must begin immediately, but securing the venue at an early stage helps ensure the desired location and date are available.

Yes. With more than 25 years of experience in conference organization, Altagra can assist in developing the overall conference concept, including the program structure, scheduling, planning parallel sessions, and optimizing the event’s overall format and flow.

Yes. Our conference management team provides comprehensive support in preparing bid proposals for international conferences. We assist with compiling the bid documentation, developing the budget, presenting the proposed venue and services, and coordinating the institutional and partner endorsements required for a competitive bid.

Yes. Altagra assists in selecting the most suitable conference venue, taking into account the expected number of participants, technical requirements, accessibility, budget, and the specific needs of the scientific organizers.

Yes. Altagra supports conference organizers in developing sponsorship packages, planning exhibition opportunities, and managing communication and relationships with sponsors throughout the event planning process.

Participants register through an online registration system. The system manages registrations, payments, and participant data, while each registration platform is tailored to the specific requirements of the event and the organizers.

Yes. Altagra provides secure online payment options and manages invoicing as well as the related financial administration for conference registrations.

For scientific conferences organized by Altagra, abstracts are typically submitted through an online abstract management system. The system supports abstract submission, peer review, and integration of accepted abstracts into the scientific program.

The scientific content is the responsibility of the scientific organizers. However, Altagra’s conference management team supports the development of the program structure, optimization of the schedule, and publication of the scientific program.

Yes. A conference website is an essential communication platform where participants can access the scientific program, registration information, abstract submission details, and other key event information. We typically create conference websites as dedicated pages within the Altagra website, but we can also develop a standalone website with its own domain if required.

Communication with participants is typically managed through email campaigns, newsletters, and personalized emails. For each event, Altagra uses a dedicated email address to ensure consistent and professional communication throughout the conference planning process.

We process participant data in accordance with applicable data protection laws, and all of our registration systems are designed to comply with the requirements of the General Data Protection Regulation (GDPR).