FREQUENTLY ASKED QUESTIONS

If you have not found the answer to your question, please do not hesitate to contact us. We will be more than happy to answer all your questions.



  1. Why do I need a PCO to organize my meeting? What are the benefits?

  2. What guarantee can you give me?

  3. How experienced is your staff?

  4. Do you hold only large congresses and conferences?

  5. How do I know the quality I get is the quality you promise?

  6. Do you offer venues outside Greece?

  7. How can I use your database to get information on a venue?

  8. When I submit a request, when will I get an answer?

  9. How can you help me select a venue?

  10. If I have a specific budget, how is that handled?

  11. What is an inspection visit and what is your policy?

  12. What services do you offer for the promotion of my event?

  13. What kind of support & services do you offer during the conference?

  14. Can you give me information about Interdynamic DMC/PCO?

  15. Which international organizations are you members of?

  16. Have you received any awards or accolades?

  17. What are the Service Fees of Travel Agencies?


  1. Why do I need a PCO to organize my meeting? What are the benefits?
  2. Why do I need a PCO to organize my meeting? What are the benefits?

    A Professional Conference Organizer acts as both administrator and consultant advising you on the venue selection, the structure of your program, financial aspects dealing with sponsors, security, insurance and he/she is a host of other complex areas. We have the experience, knowledge and contacts to save you money, find sponsors, meet deadlines and have negotiating power with suppliers. Leaving you free to deal with arranging your speakers and the agenda of the conference.

    Some of the few benefits are:

    • The most laborious areas of conference organization are placed upon our shoulders, particularly registration and accommodation arrangements. - The hardest areas to get just right and so critical to the 'delegate experience' including: - transport, social events and catering.
    • Our customised administration system saves time and effort and will provide you with full up-to-date information and reports of the progress of registration numbers.
    • Delegates are able to register, pay or submit abstracts using our online technology and directly download up-to-date program information.
    • Nothing is overlooked through our system of checklists and budget maintenance.
    • With first-hand knowledge of the venues including their advantages and disadvantages, we can assist with the selection of the most appropriate venue for your conference. Our ongoing relationship with accommodation providers results in better rates and accommodation allocation for your delegates.



  3. What guarantee can you give me?
  4. Interdynamic is fully insured and bonded as well as your delegates on any services we provide.
    To ensure continuity of planning from start to finish of the project, we appoint a dedicated Project Manager for your conference, who works with a support team of assistants. In addition, the Project Manager provides regular briefings to our Project Director and Conference Director, so that the whole organization is fully aware of the details of your conference.



  5. How experienced is your staff?
  6. Our staff specializes in organizing conferences and various events. Together, we have managed thousands of conferences and events. Furthermore, through our association memberships, each employee receives continual updates and training in the current best practices.



  7. Do you hold only large congresses and conferences?
  8. The smallest meeting we have organized was for 10 people and the largest was for 7,000. Both of these meetings were equally important to us and our company structure ensures that any meeting, regardless of size, runs efficiently and within budget.



  9. How do I know the quality I get is the quality you promise?
  10. We use only recognized industry leaders in all areas and always request three competing quotations. We inspect all venues carefully for quality of facilities and service.
    Q Label Certification is a quality guarantee that is evident throughout all our operations.



  11. Do you offer venues outside Greece?
  12. We have a selection of conference centres and venues in almost all countries around the world. Our database www.greekconference.com has a listing of conference centres worldwide.



  13. How can I use your database to get information on a venue?
  14. Our database is a unique research tool that facilitates access to any data concerning conference venues around the world. Our database currently contains 8,239. You can use the detailed maps to help you find the venue of your choice at the destination you prefer.

    The main purpose of our database is to give information to all users, detailed information for their meeting at the destination of their choice.

    We focus on information concerning the facilities, accommodation, meeting room capacities, audiovisual, banqueting etc.



  15. When I submit a request, when will I get an answer?
  16. Once we have received your request you will receive a reply confirming its receipt and that we are preparing a proposal for you. You will receive our proposal, according to your requirements, the same day or within a maximum of 2 working days.



  17. How can you help me select a venue?
  18. Selecting a venue is the first and most important step towards the success of your event. We know every proposed venue very well, as we have inspected and worked there many times. In this way we are able to judge easily which venue is appropriate for you.

    If the selected venue has availability you will receive a detailed proposal. Additional proposals offering similar venues to the one selected are usually sent to offer a comparison of similar products according to their rates and facilities.



  19. If I have a specific budget, how is that handled?
  20. Our team of professionals will work with you and undertaking the financial management according to your budget. If the needs of your event require funding and sponsorship we can assist you in searching and negotiating the funds that you require.



  21. What is an inspection visit and what is your policy?
  22. Inspecting the proposed venues and location(s) in order to make a decision is always recommended. The usual policy for Inspection Visits is that for any unconfirmed business there will be a charge. For all confirmed groups, it will be with the compliments of Interdynamic and can include a maximum of two persons. Of course, this policy is flexible and is dependant on the request.



  23. What services do you offer for the promotion of my event?
  24. Some of the services that we offer are:

    The construction of an Internet site – free of charge – from where all delegates will have the potential to obtain any further information they require regarding their travel and visit (transportation, excursions, sites etc), Unlimited space to present the theme of the Conference, the programme of events and any supplementary information. The set-up of a Reservation Form for accommodation with Secure Server Link (SSL) for delegates to make their bookings.
    Also the production of a CD for each delegate with details of the conference, the venue and the location.
    Of course, there are many more services that we offer, depending on the event, and its need for promotion such as: direct mail, advertising and Internet marketing capabilities etc.



  25. What kind of support & services do you offer during the conference?
    • An Information Desk for delegate assistance staffed by our Organization at the Conference Centre to cover delegate requirements for the duration of the conference. This Desk will be opened 1 or 2 days prior to the conference and will remain in operation until the last delegate departs. – Opening daily one hour before the beginning of the day’s sessions.
    • Our PCO will liaise and oversee the Conference Centre organization regarding Coffee Breaks, Receptions, and Dinners etc. that will be contracted at the best possible rates.
    • An Escort/Hostess will be present at all functions and events in the hotel premises or at other locations to ensure the smooth running of the event.
    • Full travel services for pre and post conference options, as required by client.
    • A Travel Escort/Assistant will meet and greet delegates to offer any assistance required on arrival/departure at the Airport or other arrival/departure points.
    • Tour programme: Tailor-made programmes for delegates and accompanying persons, along with pre and post conference tours.
    • Transportation: We arrange, manage and co-ordinate transportation from any airport, port etc. including complimentary Transfer by Limousine with a Travel Escort/Assistant for the Leader or VIP of the conference upon arrival/departure (depending on the event).
    • Printing requirements: we can undertake the printing of all literature including conference announcements, brochures and papers.


  26. Can you give me information about Interdynamic DMC/PCO?
  27. Please refer to the About us on the website main opening page for a profile of our Organization.



  28. Which international organizations are you members of?
  29. Our Organization is a member of most major international Travel & Conference Associations



  30. Have you received any awards or accolades?
  31. We have been honoured with many awards and accolades from international associations such as: PATA - ICCA - CIMPA - HATTA - LACP and many more.
    These awards and accolades were given for the following reasons:

    • The quality of our services
    • The focused promotion of a destination
    • The high quality of the brochures we issue
    • The high standard we maintain on our Websites


  32. What are the Service Fees of Travel Agencies?
  33. ΗATTA

    Hellenic Association of Travel & Tourist Agencies

    SERVICE FEES of Travel Agencies

    CHANGES IN: (apart from possible charges incurred by the supplier)
    Airline, Ship or Train tickets for destinations within Greece 4-6 €
    Airline, Ship or Train tickets for destinations abroad 7-10 €
    Hotel reservations - Holiday packages within Greece or abroad (fee per change) 10-15 €
    CANCELLATION of TICKETS (apart from possible cancellation terms of the fare or the respective supplier)  
    Percentage on the selling price of the ticket, payable to the travel agent 7-10%
    OTHER CHARGES
    Dispatch fee for pre-paid tickets on the fee charged by the company (PTA fee) 7-10%
    Issuance of tickets of programmes Icarus, Miles, More, etc. 18-20 €
    Hotel room reservations in or outside Greece (per room) 10-20 €
    Reservations via Internet services from a supplier not in collaboration with travel agents 9-10%
    Issuance of passports (apart from state imposed costs) depending on the Prefecture 30-60 €
    Visa validations (besides any validation charges by the Diplomatic Authorities) 30-60 €
    Information up to 5' (not payable in the case of purchase) 3-5 €
    Information up to 15' (not payable in the case of purchase) 5-10 €
    Pick up / Delivery of documents within the Prefecture 3-5 €
    Pick up / Delivery of documents outside the Prefecture according to courier company pricelist + 10%
    TAILOR MADE TRAVEL PACKAGES (not payable in the case of purchase)
    Individuals 45-50 €
    Groups 80-100 €
    CREDIT CARDS
    Payment of ticket with the use of credit card through Airline UATP 5-10 €
    Processing fee & payment of tickets or services by credit card (fare/taxes) 2-3%
    Note:
    1) For all the above charges, we issue receipt according to the Law on Taxation. VAT is included.
    2) The above are suggested fees. Implementation depends on the agent.