The Brief

The Conference Contacts operations team were asked to organise a member symposium for the British Society of Gastroenterology. The event targeted 100 medical specialists bringing together delegates and leading speakers from across the UK and Europe.  They required a functional venue, centrally located with good travel access and spacious areas for networking and a sponsorship exhibition area. The event programme was designed to deliver educational content with a focus on delegate engagement with a number of Q&A panel discussions. Logistical requirements included exhibition pods for a number of key industry sponsors, main plenary presentations, coffee breaks and buffet style lunch.

From a delegate management perspective, the Conference Contacts team were responsible for invitation preparation, collating RSVP’s, confirming registrations, distributing joining instructions, delegate welcome packs and production of associated event materials, badging and speaker support administration and general delegate follow through.  The team also took responsibility for onsite venue logistics.

Venue

The venue chosen was the Royal College of Physicians. This satisfied the brief providing a modern, well equipped educational institution as a backdrop for the meeting. The venue provided a well-received blend of classic décor with modern, state of the art conference facilities.

Challenge

Co-ordination of the speaker presentations was the biggest challenge with multiple speakers travelling from across the world, working with different languages and time differences.

Services
  • Delegate Management
  • Event Management
  • Onsite support set up and registration
  • Onsite logistics and ground arrangements