What is an IAPCO PCO?

An IAPCO PCO is a Professional Congress Organiser or Meeting Planner who administers and brings to fruition the organisation of a congress, meeting, event or convention in a professional manner. Such a professional manner will include timeliness, efficiency, financial responsibility and good management.

An IAPCO PCO has achieved a professional standard as judged by their peers and their clients. Each member has had to undergo rigorous entry criteria:

Proof of organisation of 10 international meetings, of which 5 must be of over 400 participants
Confidential references received from past clients
Site inspection of a selected international congress
Successful interviews by peer review of international client, local organising committee, delegates and exhibitors of a selected international congress
Inspection of offices and audit of procedures

Once accepted into the Association, an IAPCO PCO has to maintain their membership by participating in an annual quality assessment including:

Statutory returns to prove on-going trading and notification of management changes
Submission of Congress Check Lists to ensure continuous activity in the international meetings market
Quality Self Assessment to position oneself against one’s competition and peers and to provide a benchmark for improvement
Attendance at the annual Quality Seminar at least once every three years

As a result of the above, an IAPCO PCO offers a unique quality assurance recognised by congress clients and suppliers all over the world.

Why do you need an IAPCO PCO?

An IAPCO PCO will bring added value to the organisation of a congress or event providing their clients with:

The highest quality standards
Proven experience and expertise
Professional well-trained staff with exclusive dedication
State-of-the-art congress management software tailored to the specific needs of the congress
A more professional outcome
Full PCO services freeing the client from all organisation, administrative and operational tasks
Relief from many of the everyday concerns and stresses involved in the organisation
Excellent value for money by maximising income/profit for the client
A code of conduct, ethics and quality practice
Understanding and knowledge of the international meetings industry, demands and its players involved
Knowledge of changes and trends in the international meetings industry and how to integrate them into the organisation of the congress or alternatively avoid the pitfalls that might otherwise occur
The benefit of a network and sharing of experience amongst members.

You will work with a PCO who has met with IAPCO’s strict entry qualifications - including reference checks from past clients and industry colleagues - to confirm a high level of professionalism.

IAPCO entry qualifications include documented proof of successfully organising a minimum of ten international congresses.
IAPCO members’ activities are monitored on an annual basis with members meeting on a regular basis to discuss best practice and to exchange ideas and experiences.
IAPCO members have to undertake annual quality assessments and reviews.
All IAPCO members must respect the IAPCO Code of Conduct. Any breach of this Code is submitted to the Committee of Ethics for investigation.
IAPCO membership shares a pool of experience in terms of worldwide destinations, professional competency and technical know-how. The PCO has immediate access to the IAPCO membership network to collect information on preceding congresses and to provide a continuity of quality service.
IAPCO members are at the forefront of training in the congress industry through the IAPCO Training Academy. The Academy provides a comprehensive international and regional educational programme for senior and middle management involved in managing congresses.

What is the difference between an IAPCO PCO and a non-member PCO?

A non-member PCO may differ from an IAPCO PCO in one or more of the following ways:

Core business is not professional congress organisation
Level of expertise is not ensured through continuous quality control and assurance procedures
Not under review by a Committee of Ethics in case of a dispute
Not stimulated to take part in annual educational programmes
Not part of an international forum exchanging ideas and expertise.

This does not mean that non-member PCOs are unqualified to do the job to the highest level; it means that, when engaging or employing a PCO, careful attention should be paid to the level of expertise and quality assurance to ensure that the right PCO is selected.

IAPCO is a worldwide sign of quality and the solution to congress organising is to appoint an IAPCO member.

IAPCO Code of Conduct for Members

1. The Associations' Aims are:

To further and maintain a high professional standard in the organisation and administration of congresses, conferences and other international and national meetings or special events.
To further the recognition as a profession of the Congress Organisers.
To undertake research work concerning all problems confronting professional organisers of international meetings and to seek and promote relevant solutions.
To develop a programme of educational courses through its Training Academy.
To undertake and promote the study of theoretical and practical aspects of international congresses.
To establish effective relations with other organisations concerned in any way with international meetings.

2. Conduct of Members

A member shall:

Act competently, in a timely way, and in accordance with instructions received from or agreed to by the client.
Act in the best interests of the client free from any compromising influences or loyalties.
Avoid any conflicts of interest on any issue involving a client and should not continue to work for the client where the interests of the client will be adversely affected by that conflict of interest.
Represent their capabilities and services to potential clients and existing clients in an honest and professional manner nor engage in any practice or be seen to conduct themselves in any manner detrimental to the reputation of IAPCO or the reputation or interests of Professional Congress Organisers.
Always keep information pertaining to the client confidential and not disclose it to any party without the specific or implicit consent of the client.
Strive continually to improve professional standards within the congress industry.
Act professionally in all circumstances and in particular in relation to clients, suppliers, congress participants, fellow members and the public.
Give his/her professional opinion when requested without favour, malice or prejudice.
Maintain the confidentiality of information entrusted to the Company and not make use of such information in his/her own interest.
Disclose the basis and level of charging to a client at the time a quote is given or relationship is entered into.
Keep a separate bank account or a separate ledger for each client's funds so that each client's funds can be clearly identified and acknowledged as being the property of that client.
Enter into a written contract with its client covering the following:
(a) services to be provided including any accounting service.
(b) fees and disbursements to be charged.
(c) contain a dispute resolution procedure.
(d) have a clear outline of the Professional Congress Organiser's and the client's responsibilities.

3. The Role of the Association

The Association under the management of the Council shall undertake to progress the aims of the Association and to ensure that the Statutes of the Associaion are fulfilled. The Council will be responsible for ensuring that:

IAPCO is appropriately represented at events where the profession of the 'Congress Organiser' can be actively represented and promoted.
IAPCO develops good working relationships with all other Associations involved within the industry.
Applications for new members fulfil the criteria set out in the IAPCO Statutes.
IAPCO fulfils its responsibilities in accordance with the Statutes in a professional manner and in accordance with the laws of the land.
IAPCO operates in a businesslike and financially viable manner.

4. Members undertake:

To work with the Secretariat and Council to develop the works and activities of the Association.
To undertake research and educational projects to develop the aims of the Association.
To provide the Secretariat with all the membership criteria documentation promptly and in accordance with the Statutes and conditions of membership.
To regularly attend the Annual Meeting & General Assembly of the Association and participate in the activities of the Association.
To act in a highly professional manner when representing the Association.