Your Congress
is our business.

For carefree congresses.

No more guesswork. When it comes to planning congresses and meetings, PCO beats DIY every time! After all, there is much more to the job than just excellent organisational skills. As a Professional Congress Organizer (PCO) we put an experienced team at your side from the word go – we are with you every step of the way whatever it takes. We can take procedures like managing registrations, budget control and handling scientific abstracts off your hands.

Congress Management (PCO) I Destination Management (DMC) I Green Meetings I virtual & hybrid Meetings I MedTech I Managing Participants  & Apps I Congress Calendar I Contact

That´s what we say

When planning congresses and events, the following applies: PCO instead of DIY! Nothing is as exhausting and time-consuming as the planning and successful implementation of congresses or events. AUSTROPA INTERCONVENTION, a 100% subsidiary of VERKEHRSBUERO, takes on the successful organization of over 40 congresses a year thanks to its many years of know-how as a leading company in the congress industry, its long-standing employees and its innovative thinking. Honored with the “Austrian Congress Award” and the long-standing trust of our customers, we are always at your side in all areas of PCO, DMC and event management. So that you save time, energy and nerves and can enjoy the success of your congress or event in peace.

That´s what our customers say

“[…]I would like to take this opportunity to thank you and your team for your excellent work before, and during, the congress. Everything went perfectly, and as organisers we were highly satisfied with your service, as were our participants. If we ever need to organise another congress, we know who we will be getting touch with! […]

“[…]with EFMC12 now successfully brought to a conclusion I would like to extend my warmest thanks to you for all your hard work. I was particularly impressed with the way you implemented our special requirements so quickly. On a personal level, I also found every interaction highly constructive and pleasant. I would recommend AUSTROPA (VB MICE) to any other prospective meetings organiser unreservedly! […]

„[…]I’ve worked with a lot of different people during my career, but I have to say that I have never encountered quite this level of professional support before! The congress was a great success at every level! […]

„[…] As we have had lots of highly positive experiences with Austropa over a period of many years, we decided to go with them for the 25th International Conference on Health Promoting Hospitals and Health Care. The Austropa Interconvention team makes the seemingly impossible possible and organises everything perfectly, right down to the very last detail. The feedback from our international participants was positive across the board[…]“

„[…] to say thank you once again for all of your work, tireless support in all areas and particularly for your dedication on site during the week of the congress – it was wonderfully comforting to know that we could rely on you and your employees fully for all of the registration procedures and any other formalities. […]“

„[…] The Motor Symposium played out successfully once again this year! Austropa’s employees played a major role in this success. We would like to pass on our warmest thanks for their excellent support, both during the preparation phase and during the event itself at the Hofburg Vienna congress centre.”

PreviousNext

Virtual & hybrid meetings.

Bring people back together – in person, virtually or in a hybrid event!

Put your event in the limelight – virtually, in person or as a hybrid solution. Our creative experts turn your event into a unique experience. Make an appointment for a live demo now: info@austropa.at

Smart tools with VB2Conn@ct live support

There are extraordinary technical possibilities to make familiar events virtually attractive and lively. From online meetings to global hybrid conferences to 4D trade fairs and road shows. Let’s reconnect! Read more in our BLOG post.

Congress Management (PCO).

Precise planning and efficient organization are the alpha and omega of making your congress a success. Think in due time of the subleties of taxes and insurance. And the great art of not just staying within budget, but – if possible – effectively lowering costs. An experienced project manager will advise you, coordinating and organizing from start to finish.

We support professional associations, scientific organisations or public institutions. You can choose from full service organization or individual elements in a modular approach – whichever you take, you can look forward to custom solutions. It goes without saying that we assure peace of mind when it comes to planning, costs and quality.

Project planning.

Discussion of needs and definition of goals. Development of an action and time plan. Location finding and management conference centre. Advice and contract preparation. Negotiations with subfirms.

Finances.

Identify specific costs. Careful budgeting. Ongoing monitoring and analysis of the budget.Support with all taxes. Congress billing. Efficient accounting.

On-site.

Evaluation & selection of third-party companies. Coordination of temp staff. Registration management. Coordination of details and monitoring of overall congress procedures.

Registration.

Online form for attendee registration. Payment support. Correspondence with attendees.

Marketing.

Help with marketing and sales activities. Creation of a congress website & logo in corporate design. Coordination of publications and forms.

Abstracts.

Online form for submission of abstracts. Online appraisal and rating of papers. Notification of presenters and program development.

Destination Management (DMC).

Hotel booking.

Price negotitation and reservation of a block of hotel rooms. Corporate block bookings with own web tool.

Travel arrangement.

Logistic support. Transfers and shuttle services. Booking air and rail tickets. Visa, lounge entrance and many more.

Side events.

Customized excursion packages. Ordering tour guides, buses, exclusive tours and many more.

Evening program.

Selection of location. Supervision & coordination on-site. Design & planning. Catering, technics, music, moderation and many more.

Meeting & Event Management.

Unlimited creativity at your fingertips.

Our seasoned event designers will help you plan and stage your events. Tailored to your individual specifications and objectives, our custom concepts always have a consistently clear underlying structure. We are there to provide support and advice at every stage of your meeting or event – from pinpointing that special location or helping you to get to grips with participant management. We create unique experiences – always with the goal of ensuring that your guests take away a lasting impression.

We also keep your finances under control.

We will develop a viable event concept that matches your strategic goals. Make the most of your cost-saving potential. Bring that all-important transparency to your spending and activities with a strict focus on strict cost management and clearly structured processes. We analyse and manage your contractual risks. Our experts will answer your finance and compliance-related questions, and advise you on other aspects such as duty of care towards your participants. By working together we can keep an eye on the big picture.

Managing participants.

J@mes, the Web-Butler.

Allow us to introduce: J@mes, always at your service for your next event! Thanks to cutting edge online technology, our web butler means that we can find just the right solution to match your needs. Managing participants and invoicing, sending out invitations, a custom tool which includes corporate rates, checking in at your event using a barcode system, feedback surveys, virtual “hybrid” meeting & event solutions. There are so many ways of saving you time and money!

Mobile event apps.

We can create a custom app for your next event or congress – and guarantee full compliance with data protection laws. Apps like these generate a dynamic all of their own that involves and motivates participants while also creating a unique event experience: interactive real-time exchange between all participants and groups. Enhanced interaction. Speaker info and downloads for presentations. Interactive feedback opportunities. On-the-fly surveys. Push notifications and much more besides.

Health Care.

Custom solutions.

Our experienced professionals have been working closely with individuals and companies in the health sector for many years. Fully certified and accredited, we comply with all the applicable industry guidelines and standards. Our health care solutions are geared towards the needs of individuals and companies alike: safety packages with emergency responders, transparent billing and reports for income tax declarations, and fund management including HCO and HCP sponsorship processes.

MedTech Trusted Partner.

Austropa Interconvention was officially certified by MedTech Europe as a Trusted Partner, making it one of the first professional congress organisers to receive this certification. The Trusted Partner seal of approval confirms that a company’s employees are aware of the code of conduct and work in full compliance with its provisions. The classic sponsorship activities in this area are being replaced with educational grants, which are made available to health facilities. >>BLOG

Green Meetings.

Sustainability all the way!

„Green Meetings“ isn’t just another example of greenwashing – it is the new benchmark in MICE management. We are licensed to certify your event as a „Green Meeting“ in accordance with the Austrian Ecolabel – helping it to stand out as a standard-bearer for sustainability and responsibility. This process involves: Reduce of CO2 emissions, improve energy efficiency, avoid waste, sustainable use of resources.

But what does that mean in practice?

Before we can organise your event as a green meeting, we have to comply with a number of regulations ourselves, in our capacity as a certified green office. This starts with measures such as switching over eco-friendly, energy-saving printers. And then there are everyday measures such as waste avoidance in our kitchenettes. At the events we host as green meetings, criteria such as environmentally friendly travel to and from the venue and selecting local catering firms make all the difference.

Covid-19 prevention concept.

This is how safe events work.

Are you planning an event and need a Covid-19 prevention concept? Some of our MICE specialists have been trained as Covid-19 Representative. They are happy to relieve you of the time-consuming organization of your event, with guaranteed retention of the Covid prevention measures.
Tip: Our professional participant management can also quickly enable corresponding contact tracing in corona cases.

What do you have to consider?

    • Selection of appropriate location (guarantee of minimum distances, regular cleaning of sanitary facilities, evacuation plans etc.)?
    • Selection of catering partners who are familiar with all hygiene guidelines
    • Organization of necessary medical staff for rapid tests on site. Covid-19 officers provide on-site support for all processes. Interested? info@austropa.at

Certificates.

 

Partner.